Description

As a Team Assistant, you will play a vital role in supporting financial staff by managing diaries, coordinating travel, and handling communications. Your day-to-day responsibilities will involve juggling multiple priorities while ensuring smooth operations across the office.

Requirements

• •Previous administrative experience
• •Excellent organisational, written and verbal communication skills
• •Strong attention to detail
• •Prioritisation ability
• •Proficiency in Microsoft Office (Outlook, PowerPoint, Excel)
• •Fluency in English and German
• •Positive, flexible and service-oriented attitude
• •Ability to meet deadlines
• •Resourcefulness and strong initiative
• •Anticipation skills and decisiveness
• •Ability to interact professionally with all levels
• •Ability to maintain confidentiality
• •Self-starter with strong ownership mindset
• •Commitment to continuous improvement

Tasks

• •Manage diaries and appointments
• •Provide telephone support and handle calls
• •Draft and distribute documentation
• •Arrange meetings and conference calls
• •Review invoices for accuracy
• •Liaise with US and EMEA-based Assistants
• •Maintain professional communication with teams and clients
• •Arrange internal and external meetings and events
• •Manage complex travel bookings and itineraries
• •Handle visas and currency requirements
• •Prepare and submit expenses online
• •Collate expenses for client billing
• •Reconcile credit card statements
• •Process travel refunds
• •Maintain and update SalesForce CRM
• •Support CRM data hygiene efforts
• •Assist with deal execution administration
• •Register executives for conferences and track costs
• •Maintain a structured filing system
• •Track absence and holiday records
• •Renew subscriptions as needed
• •Photocopy and bind presentations
• •Support client events and promotional activities
• •Participate in firm-wide initiatives and admin meetings
• •Complete project work and ad hoc tasks
• •Provide support across the office as needed
• •Cover for other administrators when required
• •Support the Admin Manager as needed
• •Act as Fire Officer or First Aider if required
• •Ensure office space is presentable

Tools & Technologies