Administrative Assistant

Our Purpose

We work to connect and power an inclusive, digital economy that benefits everyone, everywhere by making transactions safe, simple, smart and accessible. Using secure data and networks, partnerships and passion, our innovations and solutions help individuals, financial institutions, governments and businesses realize their greatest potential. Our decency quotient, or DQ, drives our culture and everything we do inside and outside of our company. We cultivate a

culture of inclusion

for all employees that respects their individual strengths, views, and experiences. We believe that our differences enable us to be a better team - one that makes better decisions, drives innovation and delivers better business results.

Job Title

Administrative Assistant

Role Overview:
The Office Manager role is split into three key areas: office manager, health & safety lead and team assistant. It is an integral role in ensuring the smooth running of the Mastercard office on a day-to-day basis and ensuring that we comply with all regulations and that all policies and procedures are both relevant and up-to-date.

Key Responsibilities and Accountabilities:
Team Assistant:

- Coordinate projects involving the entire team e.g. desk moves, laptop changes etc.
- Provide team with organizational support - booking travel /meetings / events, managing ad-hoc quires
- Data maintenance
- Raise team purchase orders through Oracle, ensuring all open invoices are paid
- Being responsible for the entire procurement chain via “The Source” and Oracle

Health & Safety:

- Be the Health & Safety lead ensuring policies and procedures are in place and adhered to Partner for HR
- Organize office operations and procedures
- Chair quarterly safety meetings reporting statistics to key stakeholders
- Ensure all personal are briefed on H&S procedures, all volunteers have the correct training and all appropriate legal paperwork is displayed

Office Manager:

- Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise
- Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
- Manage relationships, contract and price negotiations with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
- Coordinate with IT/Workplace Services department on all office equipment including new orders
- Being responsible for the annual Business Continuity Cycle for the Frankfurt office

Key Skills/Experience Required:

- Experience in an administration / secretarial role or equivalent
- Experience in Health & safety is a must
- Outstanding IT skills are required, specifically in Microsoft Office/Outlook
- Demonstrate an ability to think ahead and use own initiative
- Demonstrate an ability to multitask and prioritise workload
- Attention to detail and problem-solving skills
- Ability to work with larger teams
- Fluency in English and German

Corporate Security Responsibility

All activities involving access to Mastercard assets, information, and networks comes with an inherent risk to the organization and, therefore, it is expected that every person working for, or on behalf of, Mastercard is responsible for information security and must:

- Abide by Mastercard’s security policies and practices;
- Ensure the confidentiality and integrity of the information being accessed;
- Report any suspected information security violation or breach, and
- Complete all periodic mandatory security trainings in accordance with Mastercard’s guidelines.