Office Manager_Personal Assistant (m/w/d)

We now require a German and English speaking Office Manager/Personal Assistant to join us in our Frankfurt office. In this role you are responsible for ensuring the effective running of a fast paced office environment. The Office Manager/Personal Assistant will also be responsible for providing support to senior management, maintaining and improving office services and coordinating several office activities.

Primary Responsibilities

• Acts as a local point of contact for all general telephone calls or visitors to the office, resolving, forwarding or escalating the issue as appropriate.
• Sends notifications to office staff regarding office protocol and alert of potential visitors.
• Ensures the office premises are effectively maintained, presenting an appropriate image to visitors at all times.
• Assists in planning and organizing meetings/conference calls, including arranging accommodations and other logistics.
• Provides support during meetings as required; prepares and takes dictation, minutes, agendas, notices and manages mailings of meeting agendas and supporting materials.
• Provides support to senior management by notifying and escalating technical equipment issues to the IT department.
• Ensures all IT related requirements and resources are working effectively, liaising with the IT Manager as appropriate.
• Develops process to keep track of cost center and monthly review of cost center statement.
• Identifies variances of actual to budget and provides regular updates to EVP.
• Resolves questions and problems, independently taking or coordinating the appropriate action, referring only the most complex issues to higher levels.
• Coordinates the office accounts. This includes keeping a log of all expenditure, petty cash etc.
• Reconciles office bank statements and collates receipts.
• Works with HR to assist in the coordination of the monthly payroll.
• Partners with line managers to ensure the monthly accounting packages are completed and submitted to the designated accounting provider.
• Assists the team in filing timely expense reports and ensures they are completed in a timely manner.
• Performs other ad-hoc duties as required by the office or team as they arise.

Any combination of relevant education and experience and/or related professional designations/certifications in this field is highly desirable.

Education

• Minimum Required: Educated to degree level, or equivalent in a relevant discipline

Essential Skills

• Proven ability to work well under dynamic conditions with input from multiple managers.
• Ability to interact and communicate appropriately and professionally with senior management.
• Numerate/basic knowledge of bookkeeping.
• Strong organization and planning skills.
• Ability to prioritize own workload and manage multiple requests in a fast paced environment.
• Ability to liaison and co-ordinate the activities of a geographically dispersed team.
• Proven track record of strong office support/administrative experience.
• Proficiency in Microsoft Word, Excel and PowerPoint.
• Ability to maintain absolute confidentiality with regard to sensitive information.
• Ability to build and maintain good relationships both internally and externally.
• Ability to influence others to ensure that issues which have been raised are resolved.
• Excellent problem solving skills - able to think through likely cause of problems before referring to others.
• Team player.
• Ability to work on own initiative with minimal supervision.
• Attention to detail.
• Ability to work in a culturally diverse environment.
• Fluent German and English

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