Role Description
This is a part-time hybrid role for an Administrative Assistant based in Darmstadt, Germany, with the flexibility to work from home occasionally. The Administrative Assistant will handle day-to-day administrative tasks, HR, accounting, and bid management activities within our growing organization. You will manage schedules, maintain records, and coordinate meetings. Additional responsibilities include providing executive assistance, managing correspondence, and ensuring seamless clerical support to the team and leadership.
Key Responsibilities
HR & Administrative Support
- Management of employees' time sheets and leave/holiday tracking
- Support in recruitment activities (CV screening, interview scheduling, candidate communication)
- Assistance with onboarding processes and documentation
- Maintenance of HR records and internal documentation
- General office coordination and internal communications
Accounting & Financial Support
- Invoice issuance and tracking
- Payments monitoring and follow-up
- Monthly reporting support
- Assistance in financial reporting preparation
- Data entry and reconciliation in Excel
Bid & Proposal Management Support
- Preparation and formatting of proposal templates
- Review and consistency checks of proposals
- Bid documentation organization
- Management of bid schedules and deadlines tracking
- Support in coordinating internal contributions for submissions
Required Skills & Qualifications
- Excellent proficiency in Microsoft Excel (advanced formulas, pivot tables, data analysis)
- Strong written and spoken English
- Strong written and spoken German
- High level of accuracy and attention to detail
- Strong organizational and multitasking abilities
- Ability to handle confidential information responsibly
- Structured and proactive working approach
Preferred Skills & Qualifications
- Previous experience in administrative, HR, accounting, or bid management roles
- Experience in consultancy or technical/engineering environments
- Familiarity with financial reporting processes
We offer a dynamic and international working environment within the space sector, with opportunities for professional growth and increasing responsibility.
We look forward to hearing from you.
IMS Space Consultancy GmbH
Recruiting Team
