Administrative Assistant

Job Description

About Wells Fargo

Wells Fargo & Company (NYSE: WFC) is a leading global financial services company with $2.0 trillion in assets and offices in over 37 countries. Founded in 1852 and headquartered in San Francisco, Wells Fargo provides asset management, capital raising and advisory, financing, foreign exchange, payments, risk management, and trade finance services to support customers who conduct business in the global economy. At Wells Fargo, we want to satisfy our customers’ financial needs and help them succeed financially. We also value the viewpoints of our team members and encourage them to be their best. Join our diverse and inclusive team where you will feel valued and inspired to contribute your unique skills and experience. We are looking for talented people who will put our customers at the center of everything we do. Help us build a better Wells Fargo. It all begins with outstanding talent. It all begins with you. Learn more at our International Careers website.

Market Job Description

The branch management/administration team consists of the Branch Manager, one Office Manager, one Administrative Assistant, one Finance Manager, one Finance Assistant, one Tax Manager, two Compliance Professionals and one IT support. The Administration Team is responsible for the branch management, office management, business oversight, strategy, legal and regulatory, finance (incl. account payable), tax, vendor management, IT support and property related matters for the branch. The administration team works very closely with the central support units in London, Dublin and the US. The Frankfurt based management/administration team supports two branches in two location (Frankfurt and Dusseldorf) with currently 96 team members.
The administration assistant will assist the branch manager in his daily work, support in account payable and in the day to day administration work in cooperation with the office manager.
In the Frankfurt office, we have a very international environment with people from over ten different nationalities, so a lot of intercultural working relationships and a great team spirit team spirit is waiting for you.
Responsibilities

• Assist the Branch Management in the daily work
• Diary management including travel booking and preparing agendas
• Arranging meetings in the Frankfurt office and abroad, both internally and externally
• Booking conference calls, meeting rooms, taxis, couriers etc.
• Assisting with the setting up and clearing of meeting rooms including refreshments and AV equipment
• Review of travel expenses (review of itineraries, submit to tax advisor for wage tax purpose)
• Prepare and submit expense reports and time reports
• Managing and processing expenses within Concur
• Expense reporting and reimbursements
• Filing, archiving, scanning, printing and binding documents
• Record Management (recording of documents, emails, etc.)
• Handling incoming and outgoing post
• Ordering office supplies as required
• Liaise with property/facility management/IT and service providers as required
• Reception responsibilities; meeting and greeting visitors to the office
• Drafting and reviewing documents, correspondence and presentations in English and German
• Special projects as required
• Assistance in account payable and vendor management issues as required
• Assistance in the set-up of new team members (ordering of equipment, set-up in systems etc.)

Market Skills and Certifications

• Successfully completed training as office clerk, bilingual secretary or administrative assistant
• Proven experience as office clerk, administrative / executive assistant or secretary
• Excellent German and English skills (verbal and written)
• Excellent Microsoft Office skills (Outlook, Word, Excel, PowerPoint)
• Experience in Concur
• Experience in travel expenses accounting would be advantageous
• Experience in the financial services area preferable
• Professional and friendly manner
• Strong organizational and administrative skills
• Ability to work independently, as well as part of a larger team
• Ability to multi-task and work to deadlines
• Ability to manage priorities across multiple teams
• Excellent telephone manner and communication skills
• Experience of reception desk duties would be advantageous

We Value Diversity

At Wells Fargo, we believe in diversity and inclusion in the workplace; accordingly, we welcome applications for employment from all qualified candidates, regardless of race, color, gender, national or ethnic origin, age, disability, religion, sexual orientation, gender identity or any other status protected by applicable law. We comply with all applicable laws in every jurisdiction in which we operate.