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Office Manager (m/f/d)
The Aspen Institute Germany was founded in 1974 in Berlin. The Institute is committed to the ideal of an open society, promoting value-based leadership, constructive dialogue, and Euro-Atlantic cooperation. As an independent, non-profit organization, Aspen Germany is part of the global Aspen network, which includes partners in the United States, Central Europe (Czech Republic, Hungary, Poland, Slovakia), Colombia, France, India, Italy, Japan, Kenya, Mexico, New Zealand, Romania, Spain, Ukraine. and the United Kingdom. The institutes are dedicated to collectively addressing the challenges of the 21st century.
Through various formats such as conferences, seminars, and exchange programs, Aspen Germany brings together experts and decision makers from academia, business, politics, culture, media, and civil society. It creates a confidential, non-partisan platform for exchange and analysis to address regional and global challenges and develop forward-looking solutions.
To strengthen our team, we are looking for a dedicated Office Manager (m/f/d) to join us full-time (40 hours/week).
Job Description
- Assist the Executive Director, including scheduling appointments
- Plan and process travel arrangements and expenses for the Executive Director’s business trips
- Support in preparatory accounting tasks
- Coordinate and take the lead in the annual report (published every 1.5 years)
- Negotiate with suppliers and service providers
- Procure office supplies, furniture, and technical equipment
- Manage and monitor contracts with external service providers
- Maintain the website (e.g. update content) and manage the database
- Create templates and ensure compliance with corporate identity guidelines
- Serve as the first point of contact for external inquiries, handling requests and representing the Institute during initial contacts (via phone), and engaging with guests and speakers at events
- Serve as the internal point of contact for IT-related issues, technical and spatial infrastructure, and accounting queries
- Select and supervise interns
- Handle onboarding and offboarding of employees
- Manage incoming mail
- Handle general correspondence in both German and English
Requirements
- University Degree or relevant training
- Several years of relevant experience in assistance roles or office management
- Proficient in Microsoft Office
- Initial experience with content management systems (website)
- Technical affinity and willingness to learn new programs
- Enjoy office organization
- Commitment, diligence, and reliability
- Flexibility and self-motivation
- Strong team player
- Fluent in spoken and written German, with good command of English
We Offer
- A diverse role with insights into transatlantic dialogue and the political landscape of Berlin
- A modern office in the heart of Berlin
- Competitive remuneration in line with public sector standards
- Flexible working hours and the possibility of working from home (both subject to agreement)
- The opportunity to work in a highly motivated, collegial team within an international environment
Please send your complete application documents (cover letter, resume, certificates, references) including your earliest possible start date and salary expectations exclusively via email in a single PDF document, with the subject line “Application Office Management,” to bewerbung@aspeninstitute.de.
The application deadline is September 6, 2024. As we aim to fill this position as soon as possible, we will review applications on a rolling basis and reserve the right to fill the position before the application deadline. We kindly ask that you refrain from making telephone inquiries. Please note that the Institute cannot cover any travel expenses incurred.
Internship
The Aspen Institute Germany offers three-month internships for university students. During the internship, you will learn how a non-profit organization in the political sector works and you will be involved in as many of the Institute’s fields of activity as possible. As a part of the Aspen Institute Germany, you will gain insight into the practices and processes of foreign affairs in Berlin. In addition, you will take part in the public events of the Institute.
Internships now open from November/December 2024 onwards.
The internship includes the following tasks and duties:
- general administrative support of day-to-day activities
- research for the Executive Director
- research for the public program events
- assistance in the preparation and follow-up of public evening events
- support for the preparation of conferences
Applicants should have the following qualifications and skills:
- university enrollment in the 4th to 9th semester of social sciences, humanities, or economics
- knowledge of German-American relations
- excellent German or English skills, ideally proven by periods spent abroad or certificates
- sound knowledge of MS Office software, especially Microsoft Excel and Word
- interest in social media
- knowledge of layout programs of advantage
- existing work or volunteer experience
- a friendly and sincere attitude
- proven ability to perform reliably and diligently
Please submit your application, including your CV and certificates, to bewerbung@aspeninstitute.de, stating your preferred starting and end dates.
Contact
Christina Lahr
- Director Finance and Personnel
- Phone: +49 (0) 30 804 890 22
- Fax: +49 (0) 30 804 890 33
- lahr@aspeninstitute.de
Kathrin Finke
- Office and Communications Manager
- Phone: +49 (0) 30 804 890 11
- Fax: +49 (0) 30 804 890 33
- finke@aspeninstitute.de
