Stefanie J.
Assistant to the subproject management “Building & Security”
Experience
Feb 2022 - Feb 2025
3 years 1 monthHamburg, 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 monthsBonn, 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 5 monthsWest 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 3 monthsWürselen, 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 monthsHamburg, 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 3 monthsHamburg, 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 monthsHamburg, 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 9 monthsHamburg, 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 monthsHamburg, 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 yearExecutive 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 monthsAssistant 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 monthsAssistant 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 monthsCologne, 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 yearAlsdorf, Germany
Office Manager
Cycos AG
- Office manager in an external project.
Jan 2003 - Dec 2004
2 yearsWittmund, 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
German
NativeEnglish
NativeEducation
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
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