Job Purpose:
- The Assistant will provide high-level support to a team of managers and Investment Professionals throughout PIMCO Munich.
Your Responsibilities:
- Diary management, answering telephone calls and responding to requests
- Maintaining managers’ schedules
- Daily report compilation/distribution
- Travel arrangements, itinerary preparation
- Research and other special projects as assigned by managers
- Maintenance of the CRM database
- Support with the preparation of marketing and sales material for client meetings
- Contact management: maintaining contacts in a consistent format – proactively organizing and maintaining a good information retrieval system
- Point of contact: meet and greet clients and visitors as well as screening and redirecting telephone calls, responding on the managers’ behalf wherever possible
- Meeting preparation: ensure the managers are fully briefed for all meetings with the relevant correspondence/paperwork. Open up conference call bridges/VCs and ensure meeting rooms are prepared ahead of schedule
- Coordination of travel bookings: flights, trains, visas and hotel accommodation. Ensuring that the traveller has all relevant information required
- Ad hoc projects to meet with the demands of the business
This position requires a highly organised and flexible individual to work in a fast-paced environment managing a consistent high volume of work.
Skills and Qualifications:
Competencies:
- Excellent attention to detail
- Time-keeping and flexibility
- Strong communication skills, both verbal and written
- Ability to prioritize tasks and workload
- Ability to work effectively with senior executives
- The ability to speak a second language is desirable but not preferred
- Strong project and time management skills
- Positive, proactive approach with the ability work in a professional manner
- Possess the ability to think outside the box, being one step ahead whilst working collaboratively
- Act as back-up to other assistants in times of absences
- Work discretely, professionally and calmly
Experience:
- Experience of working in a fast paced environment
- Knowledge of the financial services sector with a clear understanding of the industry preferable
- Proactively planning schedules and itineraries to take into account multi-time zones, conflicting calendars
- Ability to reconcile AMEX and FX differences
- Advanced-level skills in Microsoft Outlook, Word and Excel
- Knowledge of Concur and CRM preferable but not essential
- Fluency in German and English is essential for this role.
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