Executive Assistant - Frankfurt Executive Assistant - Frankfurt …

Wellington Management Company, LLP
in Frankfurt am Main, Hessen, Germany
Permanent, Full time
Last application, 21 Jan 22
Wellington Management Company, LLP
in Frankfurt am Main, Hessen, Germany
Permanent, Full time
Last application, 21 Jan 22
Executive Assistant - Frankfurt

Wellington Management offers comprehensive investment management capabilities that span nearly all segments of the global capital markets. Our investment solutions, tailored to the unique return and risk objectives of institutional clients in more than 60 countries, draw on a robust body of proprietary research and a collaborative culture that encourages independent thought and healthy debate. As a private partnership, we believe our ownership structure fosters a long-term view that aligns our perspectives with those of our clients.

We are transitioning to a hybrid work environment where both remote work and the office play a critical role. Our vision is a future where all employees are empowered to work flexibly to drive the best outcomes for our clients. Flexible work is a mindset and a core value. Our employees are encouraged to work remotely two days a week as a standard practice and will have flexibility in terms of working hours.

We are seeking a positive, experienced and dedicated Executive Assistant to join our Frankfurt Administrative Team. This role will form part of the EMEA team where there is an office manager and + 1 Executive assistant. The role will support a variety of sales and risk managers and is ideal for a candidate looking for a varied and busy role.


Comprehensive and proactive diary management for up to 6 sales side managers:
  • Liaising with external clients and administrative teams for all meeting logistics
  • Proactively setting up prep-meetings ahead of the client meeting
  • Ensuring meeting rooms are booked globally where necessary
  • Understanding and utilising our virtual conferencing tool to create video and audio conference requests
  • Coordinating catering requests
  • Registering external visitors
  • Proactively managing meetings clashes and being a gatekeeper
Managing global travel & expenses requests;
  • Working with an external travel vendor to obtain flight and hotel options
  • Understanding visa processes and ensuring all travelers have the necessary visas in place
  • Creating and distributing detailed itineraries
  • Booking any ground transportation or rail tickets
  • Process expenses in a timely manner adhering to policies and guidelines
Onboarding of new hires and transfers in
  • Working with technology and facilities to ensure email, phone, systems and desk set up
  • Scheduling orientation meetings and helping to navigate the firm
Additional duties
  • Sending prospect mailings on behalf of managers
  • Working with client service analysts to coordinate presentation materials
  • Managing and completing print requests following our in-house compliance approval process
  • Entering, amending and keeping client data up to date in Salesforce (CRM database)
  • Provide cover for administrators across the business when out of the office
  • Deputizing for the office manager when out of office
  • Management and processing of team invoices
  • Diligent coverage of telephone lines, adhering to best practices
Experience & qualifications
The successful candidate for this position is likely to demonstrate:
  • Advanced / Intermediate proficiency in MS Office (Word, Outlook, Excel, & PowerPoint)
  • Excellent time-management as well as organizational, multi-tasking, and prioritization abilities
  • Strong interpersonal and communication skills
  • Ability to work independently and as part of a team
  • Strong service orientation and proactive problem-solving skills
  • Ability to work under deadlines and to accommodate last-minutes changes
  • Positive, can-do attitude
  • Engage and maintain and inclusive working environment - sensitivity and responsiveness to cultural differences
  • Global mindset: flexible, adaptable, empathetic, humanistic
  • Growth mindset
Please note: We will consider this role on a temp to perm basis.

Not sure you meet 100% of our qualifications? That's ok. If you believe that you could excel in this role, we encourage you to apply and welcome a chance to review your background. We are dedicated to building and maintaining a diversified workforce and considering a broad array of candidates with a variety of skill, workplace experiences, and backgrounds.

As an equal opportunity employer, Wellington Management ensures that all qualified applicants will receive equal consideration for employment without regard to race, color, sex, sexual orientation, gender identity, gender expression, religion, creed, national origin, age, ancestry, disability (physical or mental), medical condition, citizenship, marital status, pregnancy, veteran or military status, genetic information or any other characteristic protected by applicable law . If you are a candidate with a disability, or are assisting a candidate with a disability, and require an accommodation to apply for one of our jobs, please email us at GMCANINQ@wellington.com .
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