• Competitive
  • Frankfurt am Main, Hessen, Germany
  • Permanent, Full time
  • Moody's
  • 2019-03-20

Administrative Coordinator

Location: Frankfurt am Main, Hessen, Germany

  • Senior Management Team Support
Provide high level support for the senior management team, to include all aspects of administration with strong focus on calendar/diary management, in-box management, travel and expenses coordination and absorption of administrative tasks; uses initiative to relieve manager of detail work. Create management level PowerPoint presentations and preparation of related data/documentation for review
  • LoB Wide Support
    Provide general administrative support for LoB wide activities including updating of organisation charts, managing and reviewing LoB expenses and ensuring any issues are dealt with prior to approval. Involvement in group event planning and in group-wide initiatives as assigned and any additional projects as determined by the Office Manager and/or LoB Head
  • Administrative Back-Up
    As needed, support the Admin team and other LoBs as necessary. During vacations and times of absence, provide back-up in order to ensure uninterrupted flow of operations with regard to support staff, technology and all office issues
  • LoB Liaison to Support Groups
Act as liaison for department to support groups within Moody's (e.g., Human Resources, Building Services, Technology, Finance, Business Planning and Communications, etc.) to ensure group's needs are understood and met
  • LoB Personnel Management
Assist the Office Manager, as directed, with aspects of personnel management for LoB including on-boarding of new hires, promotions, transfers and terminations and periodic data integrity checks of Human Resources databases (i.e., Workwise HRMS). Also includes ad hoc reporting of personnel information to department management as requested

  • Meeting Coordination
    Process internal and external meeting requests for LoB including setting up appointments, reserving conference rooms, requesting security passes for guests, arranging for teleconference numbers, refreshments, handouts, webex etc.
  • Travel & Entertainment (T&E)
Arrange all travel for team members including air, rail, car service, and hotel and conference registrations taking care to be mindful of deadlines and working to ensure that the most economical options are taken advantage of. Timely and accurate preparation and submission of T&E reports for each analyst supported, ensuring that company policies are followed and that proper and organised documentation including currency and VISAs
  • Change Agent
    Assist in reviewing department administrative processes, consistently implementing best practices, efficiency improvements and establishing new processes when necessary. Establish clear protocols on standards of service and identify competencies within the Administrative team
  • Event Planning
    Assist/Coordinate and plan department-wide and team events including group meetings, off-sites, outings and receptions taking care to stay within prescribed budget
  • Space Management
    Assist/Oversee department space usage, coordinating all moves, renovations, space upgrades, etc. in liaison with the Office Managers
  • Correspondence
Prompt and accurate preparation of various correspondence for the LoB
  • Other
May be called upon to take an additional responsibility and/or other tasks as assigned

#LI-GJ1

Qualifications
Required
  • A strong and proven background of working in a corporate environment for a larger group of people including team leader.
  • Advanced working knowledge of Microsoft Office
  • OUTLOOK: In CALENDAR, ability to create and modify appointments and recurring appointments using the planner; familiarity with features such as labels and private appointments; in E-MAIL, the ability to compose, send and forward emails as well as perform e-mail blasts and familiarity with features such as in-box management (folders), sort and search
  • WORD: ability to create and modify communications using features such as header/footers, pagination, tables, mail merges, hyperlinks, etc.
  • EXCEL: strong working knowledge of Excel and the ability to understand, create and use functions and formulas to create workbooks, pivot tables, charts and graphs
  • POWERPOINT: ability to create and modify presentations using advanced functions such as animation and transition, inserting charts, graphs and objects and merging presentations
  • Strong organisational skills,
    • time management
    • multi-tasking and ability to shift priorities
  • Strong interpersonal skills and phone manner
  • Strong communication skills both written and verbal
  • Ability to independently compose general correspondence, memos and other documents for distribution to both internal and external clients of all levels
  • Experience and proven ability to:
    • handle highly confidential matters with discretion
    • exercise good judgment and decision-making
  • Strong orientation toward teamwork
  • Ability to work independently requiring minimal supervision
  • Must be fluent in German and English


Preferred .

Moody's is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, sexual orientation, gender expression, gender identity or any other characteristic protected by law.

Candidates for Moody's Corporation may be asked to disclose securities holdings pursuant to Moody's Policy for Securities Trading and the requirements of the position. Employment is contingent upon compliance with the Policy, including remediation of positions in those holdings as necessary.