On-Site Assistant - Operations, Master Data & Invoice Support
On-siteVienna, Vienna, Austria
Job Summary
Manage calendars, meetings, and action items for leadership while maintaining shared folders, trackers, and Microsoft 365 structures. Support onboarding and offboarding, prepare internal documents and reports, and track projects, compliance documentation, and audit-ready files. Coordinate administrative responses for authorities, maintain health and safety records, and handle master data entry, validation, and SKU lifecycle tracking. Prepare product data for GS1 and 1WorldSync platforms, manage vendor setups and purchase orders, and process recurring invoices for local expenses. Review invoices for accuracy, identify discrepancies, and coordinate resolutions. Assist with travel logistics, expense documentation, and non-sensitive HR tasks including holiday calendars and voucher administration. Work onsite in Vienna twice weekly as part of a lean team.
Required Qualifications
- Proven experience as a Virtual Assistant, Executive Assistant, Operations Coordinator, Administrative Coordinator, or similar role
- Experience with master data management, financial administration, invoice workflows, or basic procurement support
- Strong proficiency with Microsoft 365, especially Excel, Teams, SharePoint, Outlook, and PowerPoint
- Excellent organizational skills, accuracy, follow-through, and attention to detail
- Experience reviewing invoices, tracking discrepancies, coordinating clarifications, or supporting basic reconciliation
- Strong English communication skills, as English will be the working language
- Ability to handle confidential information professionally
- A proactive, reliable working style and comfortable operating independently across multiple recurring work streams
Desired Qualifications
- Familiarity with GS1 or 1WorldSync, strongly preferred
- Experience with SKU data, product information management, packaging hierarchy, or logistics data, preferred
- German language skills, strongly preferred for supplier, authority, and documentation-related communication
- Experience in FMCG, consumer health, multinational organizations, procurement workflows, finance administration, or project coordination, a plus
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