Client Visit Coordinator with English and German language

The Client Site Visit Coordinator and the Executive Assistant provides an advanced level of support to upcoming visits with complex organizational responsibilities independently. He/she serves as the primary support and acts as a liaison between the his/her organization and client site. In some cases and within pre-agreed limits he/she may independently complete assigned non-routine tasks to meet goals under supervision and may work in a team environment. The level of support requires a good understanding of the executives’ organization, along with the business knowledge to communicate and work effectively with the executive’s organization and clients.


• Logistic support in connection with planning visit and travel (kick of call to collect information and requirements of visitors)
• Develop relationships with clients and their support team
• Anticipate travel needs of visit and independently coordinate complex travel arrangements, typically involving multiple changes and obligations ( hotel reservation; taxi transport)
• Onsite support ( meeting room reservation; following of approval process for special mtg room catering and refreshment order ; printing , other ad hoc requests; Entry cards arrangements)
• Support existing and potential client within center (hotel reservation; taxi order; organizing reservation in local restaurants)
• Arrange and coordinate meetings within a center if applicable. Handle routine and non-routine logistics (e.g. contact meeting participants and coordinate responses, compose meeting materials and follow-up correspondence with input ; provides/organizes catering services for meetings).
• Attendance on platform meeting / meeting minutes
• Coordinate work with third-party suppliers – both internal and external – to address support needs and issues on behalf of the visit
• Arrange conference calls, video conferences involving a global audience
• Manage event calendar for Outsourcing center and calendar to management team
• Event planning for management
• Keep reporting on weekly or monthly basis
• Basic support on ad hoc bases and cover back up solutions
• Signature request: tracking through Signature and Archive process, notary upon needs
• Order for internal / client meetings
• Travel arrangements to management (purchase of flight tickets; hotel booking through On Line Booking Tool; taxi orders in/ out Bratislava)
• Support management team including AMEX statement reimbursement

• Fluent in English and German language
• Able to quickly absorb new information regarding clients/projects/processes and tools.
• Advanced knowledge of Word, Excel and PowerPoint applications.
• Excellent interpersonal and communication skills.
• Able to work well with all levels of management, staff, other team members, outside clients and vendors.
• Deep work experience within each function.
• Advanced multi-tasking skills.
• Deep knowledge of executive business-related preferences.
• Ability to independently solve problems and make recommendations.
• Excellent follow-up skills.

“Please mention the Requisition title and your Contact Number in the application to enable us quickly process your candidature”