Administrative Assistant
vor 4 Monaten
**COMPANY DESCRIPTION**:
**Solutions for Today’s Challenges. Vision for Tomorrow’s Opportunities. Join the Premier Global Boutique: William Blair.**
At William Blair, serving our clients starts with the capabilities and collaboration of our team—making our employees our most important asset. Unlike others, we're an independent partnership that is personally committed to our people and clients. What sets us apart is the way we do it—our culture, our values, and our commitment to local communities.
Currently, our firm has more than 2,100 employees throughout North America, Europe, Asia and Australia.
A top priority of ours is talent development, fostering professional and personal growth of our employees. We take pride in empowering our people to bring their best thinking each day so we can deliver the tailored, thoughtful work and problem-solving abilities that our clients have come to expect.
We work tirelessly to create an inclusive culture. Our employees have unique experiences, perspectives and backgrounds to thoughtfully meet the evolving challenges and opportunities facing our global client base amid dynamic market conditions and varying industries, whether technological, economic or geopolitical.
We are equally proud of our long-term partnerships with the communities in which we live and work, a legacy we inherited from our founder more than 85 years ago.
**ABOUT THE TEAM**:
We are recruiting for an experienced Administrative Assistant to join our Frankfurt office, supporting our Investment Banking team. The Administrative Assistant provides direct administrative coordination and support to a department and/or group of professionals.
The role involves relieving supported individuals of administrative responsibilities to enable greater productivity and efficiency. Represents the firm in a professional manner in all communications and may interface with clients and outside parties. Works under limited guidance due to previous experience/breadth and depth of knowledge of administrative processes. Independently exercises discretion and independent judgment and is capable of analyzing information requests and determining trends. Proactively identifies systems and processes to create greater efficiencies.
**JOB SUMMARY & RESPONSIBILITIES**:
**Travel & Expense** - Arranges travel itineraries and submits expense reports in a timely manner.
**Reception desk** - Greeting visitors, preparing meeting rooms, maintaining meeting room reservations.
**Calendar & Meeting Coordination** - Manages calendars by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.). Employs effective reasoning skills.
**Office Support** - Provides office support to include answering phones, greeting and interacting with clients, distributing mail, maintaining electronic and hardcopy filing.
**Projects & Processes**:
- Participates in other projects as required.
**Core responsibilities:
- Advanced, proactive diary management, facilitating swift set-up of meetings as required
- Understanding and meeting the needs of internal and external clients
- Gate keeping both in person and over the phone
- Shared phone coverage for a busy department. Coverage is required if a member of the team is out of the office or otherwise engaged; assistance is required for all team members
- Arrangement and follow through of all meetings, conference calls and VC calls (internal and external) this includes but is not limited to the arrangement of any additional requirements such as catering and specialist I.T equipment
- Finalise complex travel arrangements: co-ordination of flights, check in, Visas, accommodation and ground transportation logistics following the William Blair Travel Policy. Manage a multitude of frequent changes at short notice and prepare travel itineraries
- Timely management of expense processing through Concur, reimbursement, personal amounts owing and account reconciliations
- System functionality expert - utilise internal systems (Salesforce/Concur), complete accurate data entry into internal management information systems and be responsible for accurate collation of information to senior management
- Become integral part of business and understand group priorities
- General administration duties (room bookings, photocopying etc.)
- Partnership with assistants across the IB group to provide coverage for absence where necessary
**Essential skills/experience**:
- Professional client handling and relationship building with all clients, senior management and cover groups
- Strong interpersonal skills and a professional executive communication style
- Experience of dynamic travel organisation and the production of accurate itineraries
- Must demonstrate pro-activity and ownership of tasks and role
- Strong technical capabilities in Microsoft packages including Outlook, Excel and Word as well as Expense systems and CRM systems
- Awareness of the expense are
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