Administration Specialist (m/f/d)

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.