Assistant Legal and Office Manager

POSITION SUMMARY
Job purpose This is an exciting opportunity to join our office in Frankfurt where our European Legal department sit. In this role you will be responsible for managing the office, supporting the Legal department as needed and ensuring that all visitors are welcomed and looked after.
Whilst the office is predominantly occupied by the Legal function the site is also leveraged by other functions including but not limited to IT and Finance, so your ability to successfully partner with other teams and their administrative support will be key to your success in this role.

Key Responsibilities

• Coordinate domestic and international travel arrangements with the assistance of the company's designated travel agency, and complete expense reports following travel
• Serve as the point of contact for the organization of meetings in the office from external BorgWarner teams and other office-related tasks with the facility manager and third parties
• Screen phone calls from internal/external vendors and respond to routine information requests
• Plan, schedule and coordinate meetings, conferences, and other events including preparing related materials/documentation and arranging catering when necessary
• Process and track incoming and outgoing departmental paperwork i.e. invoices, mail, general correspondence and coordination of meetings
• Support drafting and maintaining corporate records for BorgWarner´s EMEA legal entities
• Prepare general correspondence, spreadsheets, reports, and presentations with the use of Word, Excel, and PowerPoint
• Create, organize and maintain departmental files, electronics files, databases and calendars
• Coordinate and maintain corporate housekeeping processes and data administration including entering such data in BW´s databases/ files
• Obtain of notary certifications and apostilles and/or legalizations with notaries public, commercial registers
• Coordinate the invoicing process with departmental vendors and the respective finance departments of BorgWarner
• Manage BorgWarner's documentation process on SharePoint and alike, including non-disclosure agreements and other contracts
• Handle document translation requests with external parties
• Assist with other duties and special projects as assigned and provide back-up assistance to peers when necessary

What we are looking for

• Fluent verbal and written English and German
• A proven track record managing office administration, supporting corporate teams and partnering with visiting global executives
• Comfort with multi-tasking, task prioritisation and delivering to deadlines
• Strong experience using MS Office applications (Word, Excel, PowerPoint) with the ability to type minimum 50 wpm.
• Willingness to take on new assignments and learn (with the support from internally colleagues) how to "stretch" existing expertise into new areas
• Ability to work with minimal supervision; demonstrate initiative and make suggestions for departmental process/procedure improvements
• Ability to manage confidential department information is expected
• Bachelor's degree is preferred but not necessary

Internal Use Only: Salary

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