Sofia B.
Assistant / Office Management
Experience
Jun 2024 - Sep 2025
1 year 4 monthsInterim Assistant for Head of Sales | Vacation Cover for Executive Assistant
Stadtwerke Karlsruhe GmbH
- General assistant tasks
- Handling board meeting administration
- Organizing employee events and workshops
- Managing recruitment and HR processes (liaising and communicating with staffing agencies, organizing and supporting interviews, etc.)
- Organizing and managing onboarding and offboarding processes
- Training new assistants
- Point of contact for the entire sales team (approx. 130 people)
- Organizing internal and external events
- Calendar management
- Formatting documents (Word/PowerPoint)
- Travel bookings
- Travel expense reporting
- Taking minutes
Jul 2023 - Apr 2024
10 monthsAssistant | Office restructuring / interim support in sales
VR Payment GmbH
- Managing onboarding and offboarding processes in Remedy
- Contract management: creating, preparing and following up contracts via Contract Manager and approval via DocuSign
- Access management via BMC Remedy
- Training new assistants
- Point of contact for the entire sales team (65 people)
- Organizing internal and external events (e.g., Christmas party / full sales meeting with event support and presentation slide preparation)
- Calendar management
- Formatting documents (Word/PowerPoint)
- Invoice approval process (d3)
- Booking travel
- Travel expense reporting
- General assistant tasks
Sep 2022 - Jun 2023
10 monthsNotary & Finance | Partner assistant, notary assistant
Reed Smith LLP
- Preparing final contracts for transaction closings
- Creating invoices with 3E (for lawyers and the notary)
- Scheduling appointments with clients
- Formatting documents in Word
- File creation and management
- Preparing and following up notarizations
- Drafting deeds
- Drafting documents
- Making copies
- Handling notarial transactions in land registry law
- Tax office notifications
- Commercial register filings
- Internal and external correspondence
- Logging attorneys' hours (InTapp)
- General secretarial tasks
Jun 2022 - Aug 2022
3 monthsFrankfurt, Germany
Antitrust | Partner assistant, project assistant
WilmerHale LLP
- Managing incoming and outgoing mail for the Court of Justice of the EU (eCuria)
- Filing documents with eCuria
- Coordinating with stakeholders for important document submissions
- File management
- Organizing appointments and travel
- Formatting documents in Word
- Internal and external correspondence
Apr 2022 - May 2022
2 monthsFrankfurt am Main, Germany
Corporate | Project assistant
Mayer Brown LLP
- Providing project assistance for transactions
- Managing documents in data rooms (e.g., Drooms)
- Collecting signatures for international contracts and consolidating and formatting contracts for execution
- Formatting documents in Word
- File creation and management
- Internal and external correspondence
- Organizing appointments and travel
- Travel expense reporting
Oct 2021 - Mar 2022
6 monthsBerlin, Germany
Office Management
CoachHub GmbH
- Orders
- Welcoming external guests
- Ensuring COVID measures and organizing related requirements
- Creating and maintaining documents
- Taking minutes
- Scheduling appointments
- Communicating with external service providers
- Building management
- Supporting and organizing internal events
- Reception tasks
May 2021 - Sep 2021
5 monthsFrankfurt, Germany
Antitrust/Competition | Partner Assistant
WilmerHale LLP
- Managing incoming and outgoing mail for the Court of Justice for European Affairs (eCuria)
- Submitting documents to eCuria
- Coordinating with stakeholders on submitting important documents
- File management
- Scheduling appointments and travel
- Formatting in Word
- Internal and external correspondence
Nov 2020 - Apr 2021
6 monthsFrankfurt, Germany
Real Estate | Office Management
Ashurst LLP
- General assistant tasks for the head of the Real Estate department
- Managing documents in data rooms (e.g. Drooms)
- Preparing invoices for clients (3E)
- Document management (file system iManage)
- Deadline tracking
- Onboarding and training new employees
- Formatting in Word
- Creating and maintaining files
- Internal and external correspondence
- Scheduling appointments
Oct 2020 - Nov 2020
2 monthsBerlin, Germany
Employment | Office Management
Ogletree Deakins LLP
- Deadline management
- Correspondence with courts and authorities
- Managing and creating documents
- Formatting
- Setting up files
- Scheduling appointments
- Expense reports (Chrome River)
Aug 2020 - Sep 2020
2 monthsHofheim, Germany
Office Management, HR Consulting
Scholz Regalsysteme GmbH
- HR consulting
- Conducting interviews and resume reviews for the Executive Assistant position
- Optimizing and structuring office tasks
- Employee meetings
- Onboarding new employees
Jan 2020 - Feb 2020
2 monthsFrankfurt, Germany
Asset Management Support
Oceans & Company GmbH
- Supporting the team in the asset management area
- Scheduling
- Travel management
- Site visits of commercial spaces
- Filing and archiving tasks
- Formatting tasks
- Organizing and preparing appointments with external parties
Dec 2019 - Feb 2020
3 monthsFrankfurt, Germany
Executive Assistant
Buse Heberer Fromm
- Supporting management in daily operations
- Creating presentations
- Preparing for and following up on meetings
- Booking travel
- Managing calendars
- Handling mail and emails
- Correspondence
- General assistant tasks
Nov 2019 - Jul 2020
9 monthsFrankfurt, Germany
Office Management, Personnel Consulting
Prof. Dr. Dr. Michel Friedman, Rechtsanwalt & Publizist
- Personnel consulting
- Onboarding and training new employees
- Scheduling
- Assisting with publication texts
- Communicating and coordinating with external companies (e.g. production companies for TV shows)
- Liaising with external service providers and banks
- Travel management
- Expense reporting
- Assisting in property management
- Organizing and restructuring the back office
- Preliminary bookkeeping
Sep 2019 - Nov 2019
3 monthsFrankfurt, Germany
Litigation | Partner Assistant
Latham & Watkins LLP
- Scheduling
- Document management
- Creating case files
- File management
- Correspondence with internal and external contacts
- Phone calls
- Archiving
- Preparing documents for court proceedings
- Booking travel
- Travel expense reporting
Jul 2019 - Aug 2019
2 monthsFrankfurt, Germany
Office Management, Interim HR Support
Oceans & Company GmbH
- Supporting management in daily operations
- Scheduling
- Travel management
- Organizing office relocation
- Preliminary bookkeeping
- Structuring the office
- Onboarding new employee
- Creating presentations
- Placing orders
- Filing and archiving tasks
Apr 2019 - Jun 2019
3 monthsFrankfurt, Germany
Project Assistant
Mayfield Property Management GmbH
- Preparation for dispatch of documents
- Structuring documents
- Billing and finance topics
- Support in closing the location
- Inventory analysis and evaluation of existing managed buildings
- Appointment management
Languages
German
NativeEnglish
IntermediateFrench
ElementaryEducation
Oct 2023 - Present
IU Internationale Hochschule
Business Psychology · Business Psychology · Bad Honnef, Germany
Oct 2010 - Jun 2012
Bischoff & Kollegen
Apprenticeship as a legal and notary assistant, focus on legal assistance · Legal and Notary Assistant
Oct 2009 - Jun 2010
Puplick & Partner
Apprenticeship as a legal and notary assistant, focus on notarial assistance · Legal and Notary Assistant · Dortmund, Germany
...and 1 more
Certifications & licenses
IHK certificate course for real estate agent
IHK
Cleverly using psychology
Board and supervisory board meetings
The secretariat of the energy industry
Need a freelancer? Find your match in seconds.
Try FRATCH GPT More actions
Similar Freelancers
Discover other experts with similar qualifications and experience
- English
- Deutsch
2025 © FRATCH.IO GmbH. All rights reserved.