Personal Assistant & Team Coordinator; f​/m​/d

Personal Assistant & Team Coordinator (f/m/d) Beginn

• Assistent/in - Personalwesen

As Executive Assistant & Team Coordinator for Grid Technologies HR, you will play a key role in ensuring the smooth operations and alignment of our VP Head of GT HR, HR Leadership and the wider team. Your day begins by ensuring agendas, materials, and follow-ups are well organized. You will coordinate across HR Business Partners, Talent Acquisition, Learning, and Strategic HR teams to keep priorities aligned and deliverables on track.

Throughout the day, you manage essential tasks such as calendar scheduling, travel arrangements, expense processing, and vendor coordination for external partners. At the same time, you contribute to strategic initiatives — preparing reports and presentations for talent discussions, and supporting with organisational restructures. You will also play a vital role in fostering team culture by organizing workshops, engagement activities, and communication updates.

By combining operational excellence with proactive support on strategic topics, you help the HR team deliver impact and accelerate Grid Technologie’s people strategy.

• Partner closely with the Head of GT HR and the Leadership Team (Head of TA and Head of Excellence and Projects), to support coordination and project execution
• Own executive assistant essentials: calendar management, travel planning/booking, expense reconciliation, vendor onboarding and management (e.g., RPO, learning providers), and meeting logistics
• Lead meeting culture implementation in GT HR to ensure greater productivity and efficiency
• Support strategic HR initiatives: reorganisation cycles, promotions, people analytics and dashboards, pulse surveys, leadership development program nominations, trainings and organizational development projects
• Prepare briefings, reports, meeting minutes and actions and presentations for business reviews, HR discussions, and leadership meetings; gather missing inputs and synthesize insights
• Maintain strict confidentiality on sensitive HR data (e.g., hiring plans, compensation topics, engagement results)
• Plan and host meetings with international participants; manage stakeholder engagement for visits, workshops, and leadership events; support employee communications (e.g., intranet posts, newsletters)
• Lead onboarding and offboarding of employees, including administrative tasks (e.g., ordering hardware/software, company , SharePoint access, distribution lists, communications and access permissions) and ensure rapid integration into GT HR team
• Support managing and tracking of budgets
• Drive and ensure Health and Safety for all our employees

• Completed commercial apprenticeship or equivalent degree; additional training in HR, business administration, or project management is a plus
• Experience supporting top management as an assistant or team coordinator; strong motivation to grow into a more strategic, senior-support role
• Excellent proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and familiarity with Siemens Energy internal tools (e.g., E2E Travel); experience with HRIS and analytics dashboards is advantageous
• Very good German and English skills as well as intercultural experience and interest in working with many different countries
• Confident and friendly demeanour with reliable communication at an international level
• Independent and proactive working style, attention to detail, resilience under pressure, and excellent organizational and time management skills.
• Discretion and integrity in handling confidential HR information

Our Grid Technology team enables a reliable, sustainable, and digital grid. The power grid is the backbone of the energy…