Stefanie Jantos
Assistant to Subproject Management "Buildings & Security"
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 yearExecutive 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 monthsAssistant 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 monthsAssistant 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
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