Administrative Assistant; Maternity Cover

Heidelberg Materials Trading is the international trading arm of Heidelberg Materials, handling overseas dry‑bulk products exports and imports. We are looking for a talented individual to join our team in our USA Office as:

Fixed-term role covering a maternity leave period.

• This is a fixed‑term maternity cover role.
• 3 days per week (with flexibility on which days) and 8 hours per day.
• Role will begin in April 2026 on a mutually agreed start date.
• End date is flexible, depending on the return of the incumbent and operational needs.

• Provide comprehensive administrative support to office leadership and operational teams.
• Manage calendars, schedule appointments, coordinate meetings, and prepare meeting materials.
• Organize domestic and international travel arrangements, including itineraries, bookings, and expense reports.
• Maintain office records, files, and databases with high accuracy and confidentiality.
• Assist with document preparation such as memos, reports, presentations, and correspondence.
• Serve as the first point of contact for internal and external stakeholders, ensuring professional communication and timely response.
• Handle office supply management, vendor coordination, and general office maintenance requests.
• Support onboarding activities by preparing documentation, facilitating IT access, and coordinating new‑hire logistics.
• Assist in organizing company events, workshops, and team-building activities.
• Prepare weekly and monthly administrative reports for management review.
• Ensure compliance with company policies, internal controls, and regulatory requirements in all administrative processes.
• Maintain confidentiality of sensitive information and exercise discretion at all times.
• Identify opportunities to optimize administrative workflows through digitization, automation, or updated procedures.
• Support special projects and cross‑functional initiatives as assigned.

• Minimum 2-3 years of administrative or office support experience, preferably within an international organization.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint); experience with SharePoint is a plus.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills.
• Demonstrated professionalism, discretion, and ability to work with confidential information.
• Strong attention to detail and a proactive, solution-oriented mindset.
• Ability to collaborate effectively with teams across different locations and time zones.
• Familiarity with travel coordination, expense management, and basic procurement processes is an advantage.

We thank all applicants for their interest, but only shortlisted candidates will be contacted.

All applications will be kept strictly confidential.