Stefanie Jantos

Assistant to the subproject management “Building & Security”

Hamburg, Germany

Experience

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

Assistant to the subproject management “Building & Security”

Client in financial services

  • Moving 3,000 employees into a new building in Hamburg. Subprojects: security technology, insurance, waste disposal, emergency management, cleaning, parking management, lease management, supply contracts, signage
  • Supporting subproject management in all administrative matters
  • Preselection of various trades and suppliers
  • Scheduling meetings with a large group of participants, internal/external
  • Prequalifying the subproject management’s incoming mail (about 350 emails/day)
  • Creating presentations (works council, management meeting, overall project steering committee)
  • Running update meetings for the 12 subprojects
  • Coordinating workshops
  • Project language: German
Jun 2021 - Feb 2022
9 months
Bonn, Germany

Project assistant (successor)

Client in IT

  • Maintaining all project plans and tasks
  • Preparing all reports for project management and the client (status reports, staffing, risks)
  • Supporting internal communication (in-house social media, change management, info events)
  • Assisting with quality assurance of concepts and cost-benefit analyses
  • Project language: German
May 2021 - Present
4 years 3 months
West Perth, Australia

Project assistant (startup)

Client in geothermal energy

  • Handling special projects (project management and PMO)
  • Setting up processes (ordering, invoice workflow, purchasing) and implementing them
  • Researching and contracting service providers (fleet, promotional items, bank account openings, mobile providers)
  • Setting up a DokuWiki
  • Supporting the implementation of a new ERP system
  • Handling immigration procedures for new specialists from abroad (specialist and Blue Card processes)
  • Project languages: German, English
Jul 2020 - Present
5 years 1 month
Würselen, Germany

PMO

Client in IT

  • Setting up and maintaining all project tasks
  • Coordinating management and team
  • Supporting the switch of 470 client sites to VoIP
  • Coordinating delivery and setup of new phones/switches/routers at those sites
  • Project language: German
Sep 2019 - Mar 2020
7 months
Hamburg, Germany

PMO (supporting onboarding of a new client)

Client in facility management

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

Project assistant/change management “new at home”

Client in energy services

  • Coordinating the consulting team
  • Supporting concept development for new offices with a new work concept (desk sharing)
  • Preparing and supporting the move (100 workstations, lounge, meeting rooms, ideation spaces)
  • Co-leading employee workshops for the new way of working
  • Managing related challenges
  • Setting up and maintaining all project plans and tasks
  • Project language: German
Apr 2019 - Aug 2019
5 months
Hamburg, Germany

Project assistant

Client in IT

  • Coordinating the switch of various telephone lines of a group with multiple locations to a new provider
  • Project language: German
Jan 2019 - Present
6 years 7 months
Hamburg, Germany

On-call assistant - self-employed licensee, personal assistant, executive assistant, project assistant & PMO

MONEYPENNY

  • Industries: IT, HR services, logistics, energy services, facility management, financial services, arts & culture, grant management, real estate, office furniture and space planning
  • Project management including change management and carve-out; coordinating and integrating new service providers (outsourcing); supporting and implementing new office and work concepts; move management; IT projects like switching 470 sites to VoIP, supporting and rolling out a new hardware concept (>500 employees); assisting project managers and product owners with outsourcing IT to a GmbH, helping draft concepts (migration, transfer, cooperation)
  • Executive assistance
  • Office management and optimization
  • Move management
  • Event organization (team building, company events, workshops)
  • Preparing presentations
  • Travel management
  • Travel expense reporting
Aug 2014 - Jun 2019
4 years 11 months
Hamburg, Germany

Executive assistant

URBANA Energiedienste GmbH

  • Extensive scheduling and travel planning plus administrative prep and follow-up
  • Preparing and following up on meetings, workshops and team events
  • Co-leading subprojects and project management
  • Handling executive correspondence
  • Tracking reminders 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 the COO

Hermes Fulfilment GmbH

  • Areas: security, Haldensleben and Ohrdruf distribution centers, returns handling in Hamburg, direct shipping
  • Project management
  • Extensive scheduling
  • Travel planning plus administrative prep and follow-up (national & international)
  • Preparing and following up on meetings
  • Organizing workshops and team events
  • Handling executive correspondence
  • Translating presentations and documents into English
  • Tracking reminders and deadlines
  • Contributing to sales and marketing materials
  • Organizing the Hermes-World sales conference 2014 until department change in July 2013
  • Creating statistics and reports
  • Preparing presentations for internal and external meetings
  • Supporting small projects, both content and organization
May 2012 - Jun 2013
1 year 2 months

Assistant to the head of Marketing & Client Management

Hermes Fulfilment GmbH

  • Departments: Marketing; Sales; Key Account Management; Customer Service
  • Project management
  • Extensive scheduling
  • Travel planning plus administrative prep and follow-up (national & international)
  • Preparing and following up on meetings
  • Organizing workshops and team events
  • Handling executive correspondence
  • Translating presentations and documents into English
  • Tracking reminders and deadlines
  • Contributing to sales and marketing materials
  • Organizing the Hermes-World sales conference 2014 until department change in July 2013
  • Creating statistics and reports
  • Preparing presentations for internal and external meetings
  • Supporting small projects, both content and organization
Mar 2010 - Apr 2012
2 years 2 months

Assistant to the head of Central Functions

Hermes Fulfilment GmbH

  • Departments: Customer Service; Operations Optimization; Volume Control; Operations Controlling
  • Project management
  • Extensive scheduling
  • Travel planning plus administrative prep and follow-up (national & international)
  • Preparing and following up on meetings
  • Organizing workshops and team events
  • Handling executive correspondence
  • Translating presentations and documents into English
  • Tracking reminders and deadlines
  • Contributing to sales and marketing materials
  • Organizing the Hermes-World sales conference 2014 until department change in July 2013
  • Creating statistics and reports
  • Preparing presentations for internal and external meetings
  • Supporting small projects, both content and organization
Apr 2005 - Feb 2010
4 years 11 months
Cologne, Germany

Sales assistant at the Cologne office

Brunel GmbH

  • Assisting the branch manager and 7 sales reps
  • Main contact for about 120 employees on external projects
  • Creating statistics and reports for branch and division management
  • Organizing and managing conferences, trade shows and events
  • Independently handling office organization; central contact for all administrative tasks
  • Scheduling and monitoring appointments for sales staff, preparing and following up on client visits
  • Reception desk and visitor support
  • Taking minutes at meetings
  • Travel planning and organizational support
  • Monitoring deadlines and coordinating billing documents, creating monthly project reports for headquarters in Bremen
  • Helping with HR administration: drafting employment contracts and addendums
  • Applicant management, HR assistance/reception: scheduling and travel planning for the HR manager (also for executives and other staff), applicant management, preparing and following up on interviews
  • Central reception coordination: phone desk and visitor support, statistics and reporting
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–support (web design)

Jagdgeschwader 71 “Richthofen”

  • Setting up internet servers (IIS)
  • Developing and maintaining the intranet
  • Lotus Notes and network administration
  • IT hotline

Summary

  • Experience in office management and administration

  • Extensive scheduling and travel planning plus travel expense reporting

  • Handling correspondence

  • Applicant management

  • Taking on special projects

  • Executive assistance

  • Project support

  • Personal assistance

  • Fleet management

  • Office management & optimization

  • Preparing presentations

  • Move management

  • Event organization

  • Travel management

  • Appointment scheduling & contact management

  • Proactive work style

  • Strong solution and goal orientation

  • Pragmatic and efficient

  • Hands-on mentality

  • Quick grasp and fast implementation

  • Poised, 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

Licensed user of the MONEYPENNY brand

MONEYPENNY