Administration Specialist (m/f/d) (Verwaltungsangestellte/r - gehobener Dienst)

Company Description About EIT RawMaterials As 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 Role We 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 Responsibilities Office Management &
Administration Manage the day-to-day administrative operations of the
HQ office Ensure the office environment is well-maintained, organized,
and fully operational Coordinate office supplies, equipment, and
vendor relationships Prepare and manage correspondence, letters, and
official documentation Maintain records, administrative files, and
internal databases Support document management and filing processes
Meeting & Event Coordination Organize and coordinate internal
meetings, workshops, training sessions, and company events Manage
meeting schedules, invitations, agendas, and logistics Prepare meeting
rooms, materials, and presentations as required Coordinate catering,
external service providers, and event-related vendors Support the
successful execution of employee engagement activities and corporate
events Travel & Logistics Management Coordinate domestic and
international travel arrangements, including flights, accommodation,
transportation, and itineraries Support visitors and business guests
with travel and logistical arrangements Ensure travel documentation
and administrative requirements are completed on time Assist with
travel expense administration and reporting processes Administrative &
Operational Support Provide administrative support to management and
cross-functional teams Coordinate incoming and outgoing correspondence
and deliveries Support procurement and purchase order administration
Assist with invoice processing and vendor-related documentation
Contribute to the development and improvement of administrative
processes and procedures Stakeholder & Visitor Management Serve as a
point of contact for office-related inquiries Welcome and support
visitors, partners, and external stakeholders Coordinate
onboarding-related administrative activities for new employees when
required Foster a professional, welcoming, and service-oriented office
environment What You Bring Completed vocational training or degree in
Business Administration, Office Management, Hospitality Management, or
a related field Several years of experience in administration, office
management, executive support, or a similar role Excellent
organizational and coordination skills with strong attention to detail
Ability to manage multiple tasks while maintaining high-quality
standards Strong communication and interpersonal skills Proactive,
reliable, and solution-oriented approach Proficiency in Microsoft
Office applications (Outlook, Word, Excel, PowerPoint) Experience
working with administrative and procurement processes is an advantage
Fluency in German and English What We Offer A diverse and impactful
role at our HQ office An international and collaborative working
environment Opportunities to contribute to office operations, employee
experience, and organizational effectiveness Professional development
and learning opportunities Flexible and modern workplace environment A
supportive team culture that values initiative, collaboration, and
continuous improvement Application Process Overview The 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.