Elevate Program Team Assistant (m/f/d)

The Elevate Program Team Assistant (m/f/d) will provide support to the program team, located in various countries across the globe. This role is critical to ensuring a smooth project delivery within a fast-paced, international program environment. This position will be working with stakeholders from multiple regions and time zones, supporting daily coordination, communication, and administrative tasks for a large-scale ERP business transformation initiative.

Your assignment

• Manage and plan team meetings, workshops and events, schedule cross-regional meetings, and coordinate program events, workshops, and key program meetings. 

• Coordinate travel, logistics, and visa arrangements for team members attending global workshops, meetings or site visits. 

• Support project documentation, status report consolidation, and presentation formatting (e. g. PowerPoint decks for executive updates). 

• Support tracking action items, follow up with stakeholders, and support program governance routines (e. g. RAID logs, decision logs, dependencies). 

• Assist with onboarding new project resources, including internal team members, external consultants and contractors. 

• Maintain office supplies for the team and manage issuance of purchase orders and payment of invoices. 

• Help manage SharePoint sites, Teams channels, and document repositories to ensure proper version control and access. 

• Serve as a liaison between the program leadership, office and global business / IT functions for operational needs. 

• Research, purchase and coordinate production of marketing and promotional materials including but not limited to print, electronic media, trade show giveaways, etc. within designated budget, working together with the Change Management team. 

• Contribute to internal communications (e. g. newsletters, program updates) and support team culture initiatives, in alignment with the Change Management team. 

Your profile

• Proven experience as an administrative assistant, or coordination role supporting a large program / organization, ideally within business transformation, ERP or IT contexts 

• Experience working in international environments and coordinating across multiple time zones

• Full comprehension of office management systems and procedures, including SAP 

• Excellent knowledge of Microsoft Office  

• Strong verbal and written communication skills in business fluent English and German, in an international context (other languages are a plus)

• Exceptional organizational and communication skills - verbal and written

• Exemplary planning and time management skills 

• Ability to work independently and proactively, handle confidential information, and juggle multiple priorities in a high-pressure environment 

• Up to date with advancements in office technology and applications 

• Empathy and team spirit, and flexibility to adjust the scope of work during the different program phases.