Anja Fischer
Estepona,Spain
Summary
Highly skilled professional with expertise in Microsoft Office Suite, invoice and expense processing, and travel arrangements. Demonstrates exceptional event planning expertise, data organisation, and task prioritisation. Adept at client relations and interpersonal communication, maintaining precision under pressure with patience and diplomacy. Committed to enhancing operational efficiency through meticulous attention to detail and effective client interactions.
Energetic professional with highly relevant skills in communication and organisation, coupled with proficiency in Microsoft Office and data management. Proven ability to multitask and prioritise workloads, ensuring smooth and efficient office operations. Aiming to streamline administrative processes and contribute to team productivity.
Overview
37
37
years of professional experience
12
12
years of post-secondary education
Work history
Administrative Assistant
European Forest Institute
Barcelona, Spanien
2014.06 - 2026.04
- Offering comprehensive administrative support for a large number of projects financed by European governments and the European Commission, to work with governments in Africa, Latin America and Asia to preserve rain forests and build legal frameworks for sustainable timber trade, as well as empowering civil society to make sustainable land use.
- The main task is to provide full project support for mission travel of forestry and legal experts and senior management, researching destinations and finding the perfect flight/train itinerary and accommodation, using online travel tools or liaising directly with our travel agency. Organising the relevant visas, planning meetings and organizing workshops and conferences in the mission country, including contracting conference space, catering, technical equipment and translations services.
- Pre- and after-travel preparations including staff training and advice on travel policies and security, approval of travel plans and travel claims. Travel arrangements and DSA payments for supported participants.
- Tracking and processing invoices and expense reports, preparing purchase request forms; verification of company credit card accounts. Preparing budget reports templates for contractors, reviewing financial reports submitted by contractors for accuracy.
- Reviewing procurement notices for correctness before publication, checking received tenders for correctness and eligibility.
- For HR, checking candidates’ applications for suitability, short-listing applicants, coordinating virtual and in-person interviews, follow-up with candidates.
- Office manager for our project office in Brussels (main contact with French speaking office owners, benchmarking ad subscription to IT services, insurances, office material, VAT exemption questions, etc.).
Administrative Assistant, Finance team, UN Climate Change Secretariat
UNFCCC
Bonn
2010.10 - 2014.06
- Administrative support to an international finance team facilitating and providing technical expertise to fulfil the mandate of the UNFCCC to lead the climate change negotiations and agreement process: point of contact for outside sources; diary and calendar management; document handling and paper and electronic filing; liaising and organizing extensive travel arrangements and DSA payment for government officials attending COP preparatory working group meetings, preparation of extensive documentation for CDM Executive Board meetings, arranging virtual conferences and webinars; taking notes of team meetings; organization of international conferences, meetings and workshops; entry and data governance of public information on UNFCCC sharepoint platform; formatting of UN documents and preparation of official papers at the COP maintenance and updating of workflows, verifying documents and reports provided by parties participating in the emission-reducing projects of the Clean Development Mechanism.
Executive Assistant to Vice President
Banque Marrocaine du Commerce Extérieur
Marbella
2010.04 - 2010.09
- Coordinate and manage a portfolio of personal affairs including property maintenance (estates in Spain and the US, cars, boats, helicopter, pets, etc.); supervising the household staff and point of contact for service providers like builders and vendors; managing personal bank accounts and controlling purchases and expenses; diary and calendar management; travel arrangements, liaising with business partners worldwide and family in Morocco.
Personal Assistant to Editor
The European Magazine
Marbella
2007.02 - 2007.09
- Running the office including all financial, commercial and HR (payroll and contracts) aspects. Right hand of editor who I also assisted with personal matters, such as travel, administrative issues, etc.
Executive Assistant to Managing Director
Kempinski Hotel Bahia Estepona
Estepona
1999.06 - 2005.10
- Administrative assistance to hotel manager.
- - Agenda management
- - Email management, preparing responses and/or delegate for follow-up
- - Filing both electronically and physical
- - Preparation and co-ordination of team meetings
- - Travel arrangements and expenses processing
- - Conference and meeting organization
- - Assistance in preparing budget and financial reports
- - Taking minutes at meetings
- - Handling confidential HR issues and information
Executive Assistant to President
M.Y. Dogmoch S.A.
Marbella
1997.04 - 1998.11
- Classic secretarial support to this well-known Arab businessman in Puerto Banús. Contact with business partners, local authorities, etc.
- - Agenda management
- - Email management, preparing responses and/or delegate for follow-up
- - Filing both electronically and physical
- - Preparation and co-ordination of meetings
- - Travel arrangements and expenses processing
- - Meeting organization
- - Taking minutes at meetings
Executive Assistant to Hotel Manager
Las Dunas Beach Hotel and Spa
Estepona
1996.06 - 1996.09
- - Agenda management
- - Email management, preparing responses and/or delegate for follow-up
- - Filing both electronically and physical
- - Preparation and co-ordination of meetings
- - Travel arrangements and expenses processing
- - Conference and meeting organization
- - Assistance in preparing budget and financial reports
- - Taking minutes at meetings
Executive Assistant To Chief Executive Officer
Dassault Systèmes
Paris
1995.09 - 1996.09
- High-level secretarial support, maintaining contact with PA offices of the presidents of customer companies at executive level, such as BMW, Mercedes, Boeing, Ford, etc.
- Efficient support handling large workloads in dynamic work environment.
- - Agenda management
- - Email management, preparing responses and/or delegate for follow-up
- - Filing both electronically and physical
- - Preparation and co-ordination of meetings
- - Set-up of conference calls
- - Extensive travel arrangements and expenses processing
- - Conference and meeting organization
- - Assistance in preparing budget and financial reports
- - Taking minutes at meetings
Trilingual Administrative Assistant
World Bank Group
European Office
1991.09 - 1995.09
- Administrative Assistant to the Financial Officer and the Procurement Officer.
- All traditional clerical tasks.
- Seminar organization.
Bilingual Administrative Assistant
Yamaichi Securities Co., Ltd
London
1989.04 - 1990.04
- My first job at this Japanese securities house (Jamaichi International Europe Ltd).
- Traditional clerical tasks.
- - Agenda management
- - Email management, preparing responses and/or delegate for follow-up
- - Filing both electronically and physical
- - Preparation and co-ordination of meetings
- - Travel arrangements and expenses processing
- - Assistance in preparing financial reports
- - Taking minutes at meetings
Education
ESA - European Secretary Diploma - Administrative and languages
Hamburger Fremdsprachenschule
Hamburg, Germany 1986.09 - 1989.04
A-levels -
Holstenschule Gymnasium
Neumunster 1976.09 - 1986.05
Skills
- Microsoft office suite mastery
- Invoice and expense processing
- Travel arrangements
- Event planning expertise
- Data organisation
- Patience and diplomacy
- Task prioritisation
- Client relations
- Interpersonal communication
- Precision under pressure
Languages
German (Native or Bilingual)
Native
English (Native or Bilingual)
Proficient (C2)
Spanish (Native or Bilingual)
Proficient (C2)
French (Native or Bilingual)
Proficient (C2)
Italian (Elementary)
Intermediate
Timeline
Administrative Assistant
European Forest Institute
2014.06 - 2026.04
Administrative Assistant, Finance team, UN Climate Change Secretariat
UNFCCC
2010.10 - 2014.06
Executive Assistant to Vice President
Banque Marrocaine du Commerce Extérieur
2010.04 - 2010.09
Personal Assistant to Editor
The European Magazine
2007.02 - 2007.09
Executive Assistant to Managing Director
Kempinski Hotel Bahia Estepona
1999.06 - 2005.10
Executive Assistant to President
M.Y. Dogmoch S.A.
1997.04 - 1998.11
Executive Assistant to Hotel Manager
Las Dunas Beach Hotel and Spa
1996.06 - 1996.09
Executive Assistant To Chief Executive Officer
Dassault Systèmes
1995.09 - 1996.09
Trilingual Administrative Assistant
World Bank Group
1991.09 - 1995.09
Bilingual Administrative Assistant
Yamaichi Securities Co., Ltd
1989.04 - 1990.04
ESA - European Secretary Diploma - Administrative and languages
Hamburger Fremdsprachenschule
1986.09 - 1989.04
A-levels -
Holstenschule Gymnasium
1976.09 - 1986.05