Administrative coordinator Jobs in Berlin

We are looking for a Business analyst for our client

3 years of profesionnal experience are mandatory !!!

Tasks

• Handle the administrative coordination of the activity of the division,
• Organization of meetings and appointments
• Prepare briefing papers for meetings and business trips
• Finalize, distribute and file documents and reports prepared by the staff of the division
• Keep statistics and work plan up to date; monitor, that procedures are followed
• Cooperate with the other Assistants and members of the Department; when appropriate train new colleagues on Bank procedures and processes, contribute to a good working atmosphere within Latin America and Caribbean Public Sector Division and the whole Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives
• Keep up to date the list of contacts across the EIB GLO mandators.
• Organize and coordinate external guests and visits with Protocol (access to premises, booking of rooms etc).
• Coordinate and support the team with the Notes system : create notes in the system, update and prepare properties, work on the calendar to be followed, support in terms of distribution, preparation of Tirage Finale etc.
• Ensuring the data quality of Serapis (through discussions with the loan officers);
• Proactive planning of documents to be distributed to the MC and Board.
• Run regular Business Objects queries allowing for regular high-level data controls;
• Draft / finalise correspondence, meeting notes, letters and other communications;
• Prepare and distribute MC Notes;
• Create invoices;
• Interface with internal and external contacts;
• Provide guidance to team on administrative / operational procedures; identify improvements and developments of existing methods and processes;
• Ensure an effective electronic / paper filing and archiving system for t division to ensure easy retrieval;
• Responsible for scheduling meetings and appointments; plan and organise regular team meetings and any other communication channels, including the preparation of agendas, invitations and management of the logistical arrangements;