Administration Specialist (m/f/d)

Company DescriptionAbout EIT RawMaterialsAs the world moves towards a greener future, the demand for raw materials—minerals and metals—is set to increase immensely over the next three decades. Europe faces a critical challenge in securing a stable supply of these essential resources. This challenge is where EIT RawMaterials steps in.EIT RawMaterials is at the forefront of driving innovation and sustainability in the raw materials sector. As an Innovation Community within the European Institute of Innovation and Technology (EIT), we collaborate with over 300 partners across industry, academia, and research institutes. Together, we forge dynamic, long-term partnerships to develop innovative solutions that meet Europe's growing demand for raw materials.About the RoleWe are seeking a proactive and highly organized Administration Specialist (m/f/d) to join our HQ office. In this role, you will be responsible for coordinating a wide range of administrative, operational, and organizational activities that contribute to the efficient running of the office and support a positive employee and visitor experience.The ideal candidate is detail-oriented, service-focused, and enjoys managing multiple priorities in a dynamic environment. You will work closely with internal stakeholders, external partners, and leadership teams to ensure seamless administrative processes and excellent operational support.Your ResponsibilitiesOffice Management & AdministrationManage the day-to-day administrative operations of the HQ officeEnsure the office environment is well-maintained, organized, and fully operationalCoordinate office supplies, equipment, and vendor relationshipsPrepare and manage correspondence, letters, and official documentationMaintain records, administrative files, and internal databasesSupport document management and filing processesMeeting & Event CoordinationOrganize and coordinate internal meetings, workshops, training sessions, and company eventsManage meeting schedules, invitations, agendas, and logisticsPrepare meeting rooms, materials, and presentations as requiredCoordinate catering, external service providers, and event-related vendorsSupport the successful execution of employee engagement activities and corporate eventsTravel & Logistics ManagementCoordinate domestic and international travel arrangements, including flights, accommodation, transportation, and itinerariesSupport visitors and business guests with travel and logistical arrangementsEnsure travel documentation and administrative requirements are completed on timeAssist with travel expense administration and reporting processesAdministrative & Operational SupportProvide administrative support to management and cross-functional teamsCoordinate incoming and outgoing correspondence and deliveriesSupport procurement and purchase order administrationAssist with invoice processing and vendor-related documentationContribute to the development and improvement of administrative processes and proceduresStakeholder & Visitor ManagementServe as a point of contact for office-related inquiriesWelcome and support visitors, partners, and external stakeholdersCoordinate onboarding-related administrative activities for new employees when requiredFoster a professional, welcoming, and service-oriented office environmentWhat You BringCompleted vocational training or degree in Business Administration, Office Management, Hospitality Management, or a related fieldSeveral years of experience in administration, office management, executive support, or a similar roleExcellent organizational and coordination skills with strong attention to detailAbility to manage multiple tasks while maintaining high-quality standardsStrong communication and interpersonal skillsProactive, reliable, and solution-oriented approachProficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint)Experience working with administrative and procurement processes is an advantageFluency in German and EnglishWhat We OfferA diverse and impactful role at our HQ officeAn international and collaborative working environmentOpportunities to contribute to office operations, employee experience, and organizational effectivenessProfessional development and learning opportunitiesFlexible and modern workplace environmentA supportive team culture that values initiative, collaboration, and continuous improvementApplication Process OverviewThe position will stay open until a successful candidate is chosen.Application Review: Our team thoroughly reviews each application. Please make sure to submit your CV in English.Initial Interview (30 minutes): Meet with the hiring manager and HR team.Second Interview (60 minutes): Second interview with a presentation on a relevant topic to the hiring manager and the HR team.Offer: If successful, receive an offer to join our team.