Executive Assistant

This institution is a leading global financial entity offering a wide array of services including investment banking, asset management, and private wealth management. Renowned for its commitment to customer service, integrity, and fostering sustainable economic growth, it operates a worldwide network aimed at serving corporations, institutions, governments, and individuals. With a legacy of excellence and innovation, it is focused on turning insights into opportunities, providing expert advice, and delivering comprehensive solutions across both public and private markets.

Key Responsibilities:

• Organize and coordinate meetings with board members, including booking meeting rooms, setting up virtual meeting details, and managing diaries.
• Liaise with the offices of directors to coordinate meetings and track interactions between them.
• Provide support to senior executives visiting the Frankfurt office, including diary management and travel arrangements in coordination with their primary Executive Assistants in home offices.
• Coordinate a high volume of domestic and international travel and process expense reports in a timely manner, following our client policies and procedures.
• Manage vendor-related administrative duties, including invoice processing and overseeing vendor management.
• Provide administrative support to the Frankfurt International Management and Corporate Communications teams.
• Perform general administrative tasks, such as preparing correspondence, organizing files, data entry, maintaining contact lists, and preparing pre-meeting materials.
• Maintain an understanding of the firm’s policies and procedures and learn to use key tools and applications related to this role.

Requirements:

• A minimum of three years’ experience as an Executive Assistant, Personal Assistant, or in a similar administrative support role in a professional office environment.
• Comfortable liaising with individuals at all levels, including C-Suite executives.
• Excellent organizational, multitasking, and communication skills, both written and verbal.
• Ability to work in a fast-paced environment with multiple concurrent activities.
• Ability to support managers by understanding their business function and the broader organizational structure.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Fluency in German and English.

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