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Administrative Assistant

Medicus AI

Medicus AI

Administration, Education
Vienna, Austria
Posted on Monday, December 4, 2023

We are seeking a dynamic and detail-oriented professional to join our team as Executive and Administrative Assistant. This multifaceted role involves administrative tasks supporting our accounting and financial specialists, as well as tasks supporting HR functions.

Your tasks:

  • Coordinate the communication, the processing and the provision of the information required by accounting and financial specialists (including gathering, aggregating, structuring/indexing and centralizing invoices and receipts, and other similar tasks)
  • Tracking, indexing and ensuring accurate and timely processing of invoices, payments, and expenses
  • Tracking, indexing and ensuring accurate and timely issuing of invoices, in constant alignment with the business team
  • Support in the reconciliation of booking discrepancies / issues, together with our accounting and financial specialists
  • Coordinate and support the preparation of reports, budgets, declarations, and forecasts, together with the management, accounting and financial specialists
  • Coordinate the communication and the processing of payroll reports from accounting
  • Assist in the recruitment process, including posting job openings and scheduling interviews
  • Manage the employee onboarding and offboarding processes
  • Maintain and update the employees’ administrative records and files
  • Oversee and coordinate office supplies, equipment, and maintenance
  • Assist in organizing company events and meetings
  • Handling other general administrative tasks, as needed

Your qualifications:

  • Strong organizational and multitasking skills
  • Detail-oriented with a high level of accuracy
  • Excellent communication and interpersonal abilities
  • Fluent in German and English, both written and spoken
  • Previous experience in accounting support, HR support and/or administration is required
  • Bachelor’s degree in accounting, business administration, or a related field is highly desirable