Stefanie Jantos

Assistant to Subproject Management "Buildings & Security"

Hamburg, Germany

Experience

Feb 2022 - Feb 2025
3 years 1 month
Hamburg, Germany

Assistant to Subproject Management "Buildings & Security"

Auftraggeber im Bereich Finanzdienstleistung

  • (Relocation of 3000 employees to a new building in Hamburg. Subprojects: security technology, insurance, waste management, emergency management, cleaning, parking management, lease management, supply contracts, signage)
  • Supporting subproject management in all administrative matters
  • Pre-selection of various trades and suppliers
  • Appointment coordination with a wide range of participants, internal/external
  • Pre-qualification of subproject management incoming mail (approx. 350 emails/day)
  • Creation of presentations (works council, management meeting, overall project status)
  • Conducting update meetings for the 12 subprojects
  • Coordination of workshops
  • Project language: German
Jun 2021 - Feb 2022
9 months
Bonn, Germany

Project Assistant (Successor)

Auftraggeber im Bereich IT

  • Maintaining all project plans and tasks
  • Updating all reports for project management and the client (status reports, staffing, risk)
  • Support in communications (in-house social media, change management, information events)
  • Support in quality assurance of concepts and profitability analyses
  • Project language: German
May 2021 - Present
4 years 3 months
West Perth, Australia

Project Assistant (Startup)

Auftraggeber im Bereich Geothermie

  • Taking on special projects (project management and PMO)
  • Setting up processes (ordering, invoice workflow, procurement) and implementing them
  • Researching and commissioning service providers (fleet, promotional items, opening bank accounts, mobile providers)
  • Setting up a DokuWiki
  • Support in implementing a new ERP system
  • Handling immigration procedures for new specialists from abroad (specialist and Blue Card procedures)
  • Project languages: German, English
Jul 2020 - Present
5 years 1 month
Würselen, Germany

PMO

Auftraggeber aus dem Bereich IT

  • Setting up and maintaining all project tasks
  • Coordination of management and team
  • Support in coordinating the migration of 470 client sites to VoIP
  • Support in coordinating the delivery and commissioning of new phones/switches/routers at these sites
  • Project language: German
Sep 2019 - Mar 2020
7 months
Hamburg, Germany

PMO (Supporting onboarding of a new client)

Auftraggeber im Bereich Facilitymanagement

  • Setting up processes (ticket system, furniture deliveries, construction measures) and implementing them
  • Coordination of external service providers
  • Project languages: German, English
Jul 2019 - Present
6 years 1 month
Hamburg, Germany

Project Assistant/Change Management "New at Home"

Auftraggeber im Bereich Einergiedienstleistung

  • Coordination of the consultant team
  • Support in concept development for new premises with a new work concept (desk sharing)
  • Preparation and support of the relocation (100 workstations, lounge, meeting rooms, think tanks)
  • Designing employee workshops for the transition to the new way of working
  • Supporting the associated challenges
  • Setting up and maintaining all project plans and tasks
  • Project language: German
Apr 2019 - Aug 2019
5 months
Hamburg, Germany

Project Assistant

Auftraggeber im Bereich IT

  • Coordination of the migration of various telephone connections of a corporation with multiple properties to a new provider
  • Project language: German
Jan 2019 - Present
6 years 7 months
Hamburg, Germany

On-call Assistant - Independent Licensee, Personal Assistant, Executive Assistant, Project Assistant & PMO

MONEYPENNY

  • Industries: IT, personnel services, logistics, energy services, facility management, financial services, arts and culture, funding management, real estate, office furnishing and space planning
  • Project management, including: change management and carve-out; coordination and integration of new service providers (outsourcing); support and implementation of new office and work concepts; relocation management; IT projects such as coordinating the migration of 470 sites to VoIP, support and implementation of a new hardware concept including distribution of new equipment (>500 employees); supporting project management and product owners in outsourcing IT to a GmbH; assistance in creating concepts (migration, transfer, collaboration).
  • Executive assistance
  • Office management and optimization
  • Relocation management
  • Event organization (team building, corporate events, workshops)
  • Presentation creation
  • Travel management
  • Travel expense accounting
Aug 2014 - Jun 2019
4 years 11 months
Hamburg, Germany

Executive Assistant

URBANA Energiedienste GmbH

  • Extensive appointment coordination and travel planning as well as administrative preparation and follow-up
  • Preparation and follow-up of meetings, workshops and team events
  • Subproject leadership and project management
  • Handling correspondence for superiors
  • Monitoring follow-up items and deadlines
  • Creating presentations for internal and external meetings
  • Taking minutes at executive and management meetings
  • General office management
  • Reception duties
Jul 2013 - Jun 2014
1 year

Executive Assistant to Operations (COO)

Hermes Fulfilment GmbH

  • Areas: security, Haldensleben and Ohrdruf distribution centers; returns operation in Hamburg; direct shipping.
  • Project management
  • Extensive appointment coordination
  • Travel planning and administrative preparation and follow-up (national & international)
  • Preparation and follow-up of meetings
  • Preparation of workshops and team events
  • Handling correspondence for superiors
  • Translation of presentations and documents into English
  • Monitoring follow-up items and deadlines
  • Contributing to the development of sales and marketing materials
  • Organizing the Hermes World sales annual conference 2014 until the change of responsibility in July 2013
  • Creating statistics
  • Preparing analyses
  • Presentation creation for internal and external meetings
  • Managing smaller projects, both content and organizational
May 2012 - Jun 2013
1 year 2 months

Assistant to Head of Marketing & Client Management

Hermes Fulfilment GmbH

  • Departments: marketing; sales; key account management; customer service.
  • Project management
  • Extensive appointment coordination
  • Travel planning and administrative preparation and follow-up (national & international)
  • Preparation and follow-up of meetings
  • Preparation of workshops and team events
  • Handling correspondence for superiors
  • Translation of presentations and documents into English
  • Monitoring follow-up items and deadlines
  • Contributing to the development of sales and marketing materials
  • Organizing the Hermes World sales annual conference 2014 until the change of responsibility in July 2013
  • Creating statistics
  • Preparing analyses
  • Presentation creation for internal and external meetings
  • Managing smaller projects, both content and organizational
Mar 2010 - Apr 2012
2 years 2 months

Assistant to Head of Central Functions

Hermes Fulfilment GmbH

  • Departments: customer service; operations optimization; volume control; operations controlling.
  • Project management
  • Extensive appointment coordination
  • Travel planning and administrative preparation and follow-up (national & international)
  • Preparation and follow-up of meetings
  • Preparation of workshops and team events
  • Handling correspondence for superiors
  • Translation of presentations and documents into English
  • Monitoring follow-up items and deadlines
  • Contributing to the development of sales and marketing materials
  • Organizing the Hermes World sales annual conference 2014 until the change of responsibility in July 2013
  • Creating statistics
  • Preparing analyses
  • Presentation creation for internal and external meetings
  • Managing smaller projects, both content and organizational
Apr 2005 - Feb 2010
4 years 11 months
Cologne, Germany

Sales Assistant at the Cologne Branch

Brunel GmbH

  • Assisting the branch manager and 7 sales staff
  • Primary contact for approx. 120 employees on external projects
  • Preparing statistics and analyses for branch and business unit management
  • Organizing and supporting conferences, trade shows and events
  • Independently managing office organization; central contact for all administrative activities of the branch
  • Appointment coordination and monitoring for sales staff, preparation and follow-up of client visits
  • Switchboard and visitor reception
  • Taking minutes at meetings
  • Travel planning and logistical support
  • Monitoring appointments and coordinating billing documents, independently preparing monthly project reports to headquarters in Bremen
  • Participating in HR administration: drafting employment contracts/addendums
  • Applicant management, HR assistance/reception: scheduling and travel planning for the HR manager (also representing executive and other staff); applicant management; meeting preparation and follow-up
  • Central coordination of reception: switchboard and visitor reception; statistics and analyses
Apr 2005 - Mar 2006
1 year
Alsdorf, Germany

Office Manager

Cycos AG

  • Office manager in an external project.
Jan 2003 - Dec 2004
2 years
Wittmund, Germany

IT Admin – Specialist (Web Design)

Jagdgeschwader 71 "Richthofen"

  • Internet server setup (IIS)
  • Development and maintenance of the intranet presence
  • Lotus Notes and network administration
  • IT hotline

Summary

  • Experience in office management and administration

  • Comprehensive appointment and travel planning as well as travel expense accounting

  • Handling correspondence

  • Applicant management

  • Taking on special projects

  • Executive assistance

  • Project assistance

  • Personal assistance

  • Fleet management

  • Office management & optimization

  • Presentation creation

  • Relocation management

  • Event organization

  • Travel management

  • Appointment scheduling & contact management

  • Proactive working style

  • Highly solution- and goal-oriented

  • Pragmatic and efficient

  • Hands-on mentality

  • Quick comprehension and rapid implementation

  • Confident, even under stress

  • Discreet and service-oriented

  • Decisive and assertive

  • Positive attitude, dynamic and humorous

Languages

English
Native
German
Native

Education

Jun 1999 - Sep 2002

Technical Vocational Institute (TVI)

Associate of Applied Science, with Honors · Web Technology · Albuquerque, United States

Aug 1996 - Jun 1999

Geb. Leffers GmbH & Co. KG

Wilhelmshaven, Germany

Certifications & licenses

Licensee of the MONEYPENNY brand

MONEYPENNY