Austria Job Openings

Modul University Vienna GmbH

Head of Secretariat (all genders) Part-time (up to 30 h/w) in Vienna, Austria

Vienna

PART TIME

August 29, 2024

Your responsibilities

We are seeking a competent Head of Secretariat to provide essential support to our management. You will play a crucial role in organizing and maintaining the executive’s schedule, as well as performing various administrative tasks.
As a Head of Secretariat, you must possess exceptional time-management and multitasking skills to handle multiple responsibilities efficiently. Your diligence and competence will allow executives to focus on their managerial duties without distractions.
Your primary objective will be to enhance the overall efficiency of the Institute by ensuring the timely and efficient completion of all assigned administrative tasks.
Join our team and contribute to the smooth operation of our organization by providing invaluable support to our executives.

Your responsibilities

Maintain executive’s agenda and assist in planning appointments, meetings, conferences etc.
Attend meetings and keep minutes
Receive and screen phone calls and redirect them when appropriate
Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
Make travel arrangements for executives
Handle confidential documents ensuring they remain secure
Prepare invoices and provide assistance in bookkeeping
Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
Maintain electronic and paper records ensuring information is organized and easily accessible
Conduct research and prepare presentations or reports as assigned

Your profile

Proven experience as Head of Secretariat or similar administrative role
Proficient in MS Office and “back-office” software (e.g. ERP)
In-depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
Familiarity with basic research methods and reporting techniques
Excellent organizational and time-management skills
Outstanding communication and negotiation abilities
Integrity and confidentiality
Degree in business administration or relative field
Excellent verbal and written communication skills in English (at C-level) AND German (at C-level) are necessary.
Strong organizational skills, proven ability to work independently, prioritize tasks and multitask.
Proactive, agile and engaged attitude.
Effective planning and time management skills.
IT affinity and excellent knowledge of MS office
Valid work permit in Austria.

Why join us?

A challenging and varied job at an innovative high-standard think tank which is looking to further expand its global network, research activities, and international partners
Independent working style with high personal responsibility
An international and dynamic work environment
Modern office space in the center of Vienna with the ability to work from home
Opportunity to take courses and further your education at Modul University and take part in VIGS Institute’s training programs, conferences, professional workshops
A gross monthly salary of EUR 1,900 (for 30 hours) paid out 14 times per year with
additional remuneration based on qualifications and experience
Preferable start date: immediately
Application deadline: open until filled

Further information

Please submit your application to Personio, including cover letter and curriculum vitae, with your availability, i.e., earliest start date, and salary expectations (in English).

Apply for this job

About us

Modul University Vienna is an international private university and offers cutting-edge education at BBA, BSc, MSc, MBA and Ph D levels. Students and staff come from over 70 countries around the world, providing for a multicultural and diverse work environment.As an employer, Modul University Vienna offers:

Opportunities to work from home
Flexible working hours
International and dynamic team
Personal and professional development
Independent working environment
Public transport ticket

Modul University Vienna is an equal opportunity employer with a strong commitment to equality and diversity that does not discriminate on the basis of, among other factors, age, color, disability, ethnicity, gender or gender expression, national origin, race, sexual orientation, or social class. We especially encourage women and people who belong minority groups to apply and welcome all applications that can contribute to a diverse working culture.

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