Senior Administrative Manager

Stellenbeschreibung:

MatriX Innovation GmbH is a cutting-edge research institute established by PetroChina in Munich, Germany in 2025 to deepen China-Europe technological integration. Rooted in the European innovation ecosystem, we uphold the philosophy of “Openness, Integration, Excellence, and Impact,” focusing strategically on two core fields: advanced materials and synthetic biology. We are committed to driving full-chain innovation from fundamental research to technology commercialization, promoting the co-creation and sharing of green technologies to address global challenges.

About this Position

We are seeking a highly professional, detail-oriented, and efficient administrative professional to support and manage key operational and coordination functions in a multicultural and fast-paced research environment.

You will play a critical role in ensuring the smooth and efficient daily operations of the institute. This position requires exceptional multitasking abilities, cross-cultural communication skills, and a strong sense of responsibility, serving as a bridge between management, research teams, and external stakeholders.

Job Responsibilities

System Support & Resource Integration: Assist in building and optimizing the institute’s administrative operation and internal/external collaboration systems to ensure effective coordination of resources and networks. Coordinate among research and management teams internally and serve as a key liaison with headquarters, external partners, government authorities, and local service providers to ensure administrative and logistical support for research activities.
Executive Administrative Support: Provide comprehensive daily administrative support, including complex calendar management, meeting coordination, travel arrangements, and visa applications; handle internal and external communications efficiently and accurately; prepare meeting materials, reports, presentations, and business correspondence in Chinese, English, and German.
Meeting & Event Management: Organize and coordinate internal meetings, including meeting minutes and summaries; plan and coordinate various institute events such as client receptions, team-building activities, and logistical support arrangements.
Documentation & Information Management: Draft, organize, and archive administrative documents while ensuring standardization and confidentiality; maintain and manage key administrative information; handle daily circulation of physical and electronic documents.
Daily Administrative Operations: Manage daily office operations, including procurement of office supplies and equipment, inventory management, and vendor coordination; assist with basic data collection, organization, and analysis to support management decision-making; complete additional assignments and special projects assigned by the Administrative Director.

Job Requirements

Education & Experience: Bachelor’s degree or above in Business Administration, Administrative Management, Languages, or related fields; candidates with a science or engineering background are preferred. 3–5+ years of comprehensive administrative experience, preferably in multinational corporations, research institutes, or German local enterprises in senior administrative or similar positions. Proven experience in cross-functional and cross-organizational coordination and resource integration in complex environments. Legal authorization to work in Germany and familiarity with German business environments and office culture are required.
Professional Knowledge & Skills: Excellent written and spoken English and German skills are mandatory, with the ability to produce high-quality business documentation and provide on-site interpretation; fluency in Chinese is preferred. Proficiency in Microsoft Office Suite and the ability to quickly adapt to other office systems and software. Outstanding time management and multitasking abilities. Strong business writing and documentation skills, including the ability to accurately prepare meeting minutes and reports.
Core Competencies & Attributes: Strong sense of confidentiality and professional ethics; proactive mindset with strong foresight and problem-solving abilities; exceptional resource integration and cross-functional coordination skills, with the ability to establish and maintain internal and external networks proactively; systematic thinking and project coordination capabilities, with the ability to understand business needs and help establish operational support systems; excellent communication and interpersonal skills with a professional, approachable attitude and strong service orientation.

What We Offer

Strategic Core Role: Serve as a key operational support professional within a world-class international research and innovation platform, where your work directly impacts the institute’s operational efficiency.
Multicultural Environment: Work closely with top scientists and management teams in a diverse China-Europe environment, expanding your international perspective.
Structured Career Development: Clear career development paths with professional administrative and management training to support your long-term growth in operations and administration management.
Competitive Compensation & Benefits: Market-competitive salary package, comprehensive benefits, and living support in Munich.
Life Experience: Build your career in Munich, Germany — one of Europe’s leading centers for technology, culture, and innovation.