Role Summary

We are seeking a temporary Administrative Assistant to provide comprehensive support to a team of up to 20 people at a Financial Services Company based in Frankfurt, Germany. This pivotal role ensures smooth operations through excellent organizational, communication, and interpersonal skills.

Key Responsibilities

Coordinate team and individual calendars using Outlook and room booking systems; arrange meetings, teleconferences, and external video conferences with AV department coordination; book travel and accommodations for team members; manage visa arrangements and event itineraries; process and submit travel and expense reports; maintain client and internal contact lists in Salesforce; manage incoming mail and correspondence; prepare email communications and presentations; maintain hardcopy and electronic files; coordinate IT ticket submissions with in-house and offshore departments; set up facilities for international visitors; provide holiday and absence coverage; manage internal, external, and virtual events end-to-end, including venue sourcing, contract negotiation, catering coordination, and speaker accommodations; and handle all internal and external customer communications in a timely and professional manner.

Required Qualifications

Previous administrative experience supporting large departments is essential.

Candidates must demonstrate professional phone manner, excellent interpersonal skills, and superior communication abilities including business writing and grammar.

Strong competency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and other required software is mandatory.

The successful candidate will be a self-starter capable of thriving in fast-paced environments, managing multiple competing priorities, and demonstrating flexibility.

Discretion with confidential information, positive attitude, commitment to the business, and ability to work independently are critical attributes for success in this role.