Kathleen Kühn

Interim representation of the Executive Assistant in the management team (C-level)

Activities:

• Independent planning, coordination, and documentation of management appointments including documents, presentations, and decision-making bases

• Correspondence and communication at management level in German and English

• Project-related support with PMO skills: efficient communication and documentation processes, interface coordination, reporting

Travel organization (national & international) including settlement and budget monitoring

• Review and approval of invoices

• Organization of offsites, events, and cross-team meetings

Tools: MS Teams, Outlook, MS Office, travel booking tool Onesto, invoice approval & processing tool Webcycle

Result: Maximum relief for management, on point, immediately deployable, efficient and highly concentrated, combined with PMO competence and international communication experience.

Responsible for comprehensive support of the COO in administrative, organizational, and strategic tasks. Combination of classic executive support, project support, and short-term management responsibility in the operations department.

Activities:

• Creation and preparation of presentations, reports, and statistics

• Coordination of projects and operational tasks in daily business

• Organization and maintenance of the COO's calendar

• Preparation, follow-up, and minute-taking of meetings

• Contract management and administration of sensitive documents

• Communication with customers, partners, and internal stakeholders

• Handling of business correspondence and general secretarial tasks

Additional management responsibility:

• Interim representation of the Head of Operations as Executive Assistant to COO

• Creation of shift schedules for a 2-shift system

Vacation and sick leave management as well as personnel planning

• Coordination of employee deployment and request for additional personnel

• Independent scheduling of students in cooperation with a temporary employment agency

• Close cooperation with HR and support of personnel interviews

Result: Ensuring smooth operations in daily business and projects, structural relief for management, and stabilization of internal communication during a demanding transition phase.

Operational coordination of technical B2B customer orders in the areas of internet services, site networking, data centers, security, cloud & telephony. Responsibility for planning, steering, and implementation of standard and realization projects as well as ongoing process and interface optimization.

Activities:

• Coordination of multiple parallel customer orders

• Planning and execution of kick-off meetings, schedule management, follow-up

• Creation and controlling of work packages (internal/external)

• Order, inventory, and purchasing management including invoice approvals

• Communication interface between customers, specialist departments, and service providers

• Escalation and order management, ensuring smooth processes

• Documentation and reporting in MS Dynamics CRM

• Cross-departmental collaboration and customer focus

• Support in planning, installation, and acceptance of technical connections

Tools & Technologies: MS Dynamics CRM, Jira, Power BI, SharePoint, MS Office, Teams, Outlook

Result: Efficient project management through structured order management, clear communication, and proactive coordination of all parties involved. Increased punctuality, more transparency, and sustainable customer satisfaction in the technical B2B environment.