IBD Executive Assistant, Frankfurt/Munich Coverage

IBD Executive Assistant – Frankfurt or Munich

Responsibilities

• Support the business of the Investment Banking Division.
• Provide secretarial support to designated business teams, including travel and calendar management (arrange internal and external client meetings, book conference rooms, schedule detailed travel itineraries and events, manage transportation, visas, and accommodation).
• Office organization: answer internal and external calls, set up conference and video calls, maintain electronic diaries and IBD CRM, and maintain accurate filing and archiving systems.
• Expenses & Vendor Invoices: prepare and process complex expense reports in a timely manner, keep accurate records for timely payment, and process vendor invoices via Smaart.
• Prepare translations between English and German.
• Train newly hired assistants.
• Leverage technology skills, quickly learn new tools, and use technology to enhance productivity.
• Ensure absence cover and provide additional help during work overload.

Qualifications

• Confirmed experience providing support at executive level.
• Fluent in English and German, written and oral.
• Experience working in Investment Banking (Corporate Finance, M&A Advisory).
• Responsible for all tasks, following up outstanding items without the need for chasing.
• Confident, friendly, outgoing, people-oriented personality.
• Ability to remain calm, prioritize, and manage last-minute changes to schedules effectively.
• Flexible and willing to work overtime.
• Discreet, professional manner with confidentiality.
• Proactive, can-do approach.
• Uses own initiative and judgment, works autonomously when Banker is traveling.
• Highly organized with excellent time and priority management; multi-tasking to meet deadlines.
• Articulate and effective communicator.
• Attention to detail.
• Ability to develop relationships with internal and external counterparts.
• Good team player, supportive of other assistants.
• Good knowledge of Microsoft applications (Excel, PowerPoint, Word) and Outlook.
• Experience processing expenses online (e.g., Concur).
• Experience booking travel via an online booking tool.
• Experience working with Client Relationship Management systems (CRM).
• Minimum 50 wpm typing.
• Ongoing training on all MS systems and policies will be provided.

Our workforce reflects a broad cross-section of the global communities in which we operate, and we are an equal‑opportunity employer committed to building and maintaining a workforce that is diverse in experience and background.