Assistant to the HR Office

The Assistant to the HR Office supports the administrative work through which Golden Tree manages its employment relationships. The appointment involves preparing information, maintaining records, coordinating requests and following up on matters assigned by the HR Office.

You work with information that affects individual employees and the organisation’s decisions. Accuracy, confidentiality and clear documentation are therefore central to the role. Records must be complete, correspondence must reflect the authorised position and outstanding matters must remain visible until they are resolved.

The position supports the HR Office in carrying out its responsibilities. Decisions concerning recruitment, employment conditions and personnel matters remain with the authorised decision-makers. You prepare the necessary information, coordinate the administrative steps and ensure that approved actions are followed through.

The appointment is based in Vienna. From time to time, you will also be required to assist departments outside HR. These assignments may be unrelated to your usual specialisation and are coordinated within the agreed scope of employment.

‍

Your work includes maintaining employee files, updating personnel information and preparing documents for review by the HR Office. You check that records are accurate, required information has been supplied and the current version of a document can be identified.

You support recruitment administration through applicant correspondence, interview scheduling, document collection and coordination with the relevant department. Candidates must receive accurate information, and changes to an arrangement must be communicated promptly.

During onboarding, you help organise the documents, internal notifications and administrative preparations required for a new colleague’s arrival. You follow up on incomplete information and coordinate with the departments responsible for the next step.

The role also supports the preparation and checking of attendance, leave and other personnel information needed by authorised payroll or management colleagues. Questions, discrepancies and missing approvals are referred to the appropriate person before the information is relied upon.

You assist with employee enquiries, internal correspondence, meeting preparation and the recording of agreed actions. Requests requiring a decision or interpretation beyond your authority are referred to the HR Office with the relevant background.

Personnel information must be handled through approved systems and shared only with those authorised to receive it. The same care applies when you are supporting another department.

‍

Candidates must hold a master’s degree or doctorate in a relevant field and have at least two years of relevant professional experience. Both requirements apply.

Relevant fields may include human resource management, organisational psychology, business administration, employment law or a closely related discipline. Professional experience should demonstrate familiarity with personnel administration, organisational processes or work involving comparable responsibility for confidential records and formal correspondence.

You must be able to produce clear written communication, work accurately with documents and spreadsheets and maintain an organised record of outstanding tasks. Confidence with digital office systems and the ability to learn internal procedures are essential.

The role requires careful prioritisation. You should recognise which matters require immediate attention, identify missing information and ask for clarification before an assumption becomes an administrative error.

Professional judgement is particularly important when handling sensitive employee matters. You must be able to listen, record the relevant facts and refer a question appropriately without offering an unauthorised assurance or disclosing information unnecessarily.

A willingness to support other departments when required is part of the appointment.

‍

The gross monthly salary is €2,370 for the first six months of employment. From month seven, the gross monthly salary increases to €2,540.

Subsequent salary adjustments follow the annual increases applicable under the relevant collective agreement. The contractual working hours, payment schedule and applicable agreement are specified in the employment offer.

The public job classification is GE5-0. “G” identifies the general job category, “E” denotes external entry and “5” identifies the category level. The final “0” indicates that the appointment does not provide a route to promotion.

Applicants should therefore consider this position on the basis of its duties and employment terms. Increasing familiarity with the organisation and responsibility for assigned work form part of professional development within the role, while the appointment itself has no promotion pathway.

Performance is assessed through the accuracy and completeness of the work, the handling of confidential information, the fulfilment of assigned responsibilities and cooperation with the HR Office and other departments.

‍