•Preparation and clarification of internal and external procedures for Managing Director, sometimes including suggestions as to how Managing Director should act.
•Following up and keeping tracks on current processes and checking they have been completed, clarifying processes and preparing decisions.
•Providing information about the status of business processes when the superior is absent if this appears sensible, depending on the type of position inquiring and the contents of the business process.
•Planning, coordinating, organizing as well as preparing facts and contents of conferences, sessions and meetings (management team meetings, conferences etc.), to guarantee structured procedure and the quality of further procedures / decision documents, and thus contribute to success.
•Agreeing and coordinating appointments taking the urgency and importance of the individual processes into account in order to guarantee optimum time management as far as possible for Managing Director.
•Dealing with incoming mail and phone calls, particularly with regard to urgency and importance, so that processes can be dealt with professionally and on schedule.
•Keeping and managing hold-files, carrying out the whole filing of mainly confidential papers from many technical areas.
•Recording and preparing memos of meetings and dealing with/arranging for the tasks described in these to be dealt with as far as possible.
•Checking the letters presented for signature to Managing Director for formal correctness to take some of the burden off the superior.
•Mainly independent completion of the whole internal and external correspondence, part of which is in English. Informing employees and people outside the company on behalf of the superior of facts and decisions, in order to support communication between employees and management and ensure the people involved receive information as soon as possible.
•Developing and preparing concept documents (organization, controlling, processes, strategies) for the superior, if necessary cooperating with divisions affected as well as preparing and updating presentation materials, a wide range of diagrams, evaluations, overviews and information materials.
•Creating and managing files as well as putting together and preparing data as overviews and for statistical purposes in order to guarantee up-to-date, appropriate and contemporary information materials and a solid database for the division.
•Carrying out other tasks related to this position (including examining and evaluating suggestions for improvement, as well as complying with industrial safety and environmental protection measures pertaining to the scope of duties).
