Assistant to Head IT / Team Assistant, 80% (ID2170)

Short Description

The Assistant to Head IT / Team Assistant acts as a central coordination point between IT management, internal teams and internal/external stakeholders. The position ensures transparency, efficiency, and alignment across IT operations and plays a key role in enabling management decisions through structured reporting and operational insight. 

Main Responsibilities

Team and Operational Coordination 

• Coordinate and manage administrative and organizational activities within the IT department.
• Maintain and structure IT documentation, contact lists, and governance materials.
• Support IT leadership in planning and preparing internal and external meetings, presentations, workshops, team events and reports. 

Management Support 

• Act as a central coordination point between the IT Management Team, internal stakeholders, and external partners. 
• Prepare management briefings and support decision-making through structured information and follow-up. 

Stakeholder Management 

• Support IT Mgt Management with meeting coordination, documentation, and action tracking. 
• Contribute to maintaining strong, transparent relationships with external partners 

Operational Improvement 

• Identify inefficiencies in administrative and operational workflows and propose pragmatic improvements. 
• Support the introduction of digital tools and automation to enhance process efficiency. 
• Maintain awareness of costs and process performance, supporting the IT Management in achieving operational excellence. 

Governance and Reporting

• Prepare documentation and ensure follow-up for IT leadership and governance meetings. 
• Support the IT Management Team with invoice tracking and budget transparency (no financial ownership). 
• Maintain confidentiality and professionalism in all communications and data handling. 

Main Requirements

• Commercial or business administration education (KV, HFW or equivalent). Additional training on administration is an advantage. 
• Minimum 4 years in Team Assistance, or similar roles 
• Experience in an international organization or IT department is an advantage 
• Excellent organizational and coordination skills with a proactive mindset. 
• Strong communication and interpersonal skills; able to interact confidently with senior stakeholders. 
• High attention to detail, structured proactive working style, and ability to prioritize. 
• Clear communication with internal teams and external stakeholders 
• High reliability, discretion, and sense of responsibility. 
• Proficient in MS Office 365 and familiar with corporate applications 
• Proficient in English, both written and orally, German is an advantage