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Reception/Administrative Assistant (2 year contract)
September 15, 2018
Frankfurt am Main, Germany
Objective : The role will provide full reception duties inclusive of phone coverage, visitor and conference room management, courier and mail services, parking space management and purchasing of office supplies and sundries. The purpose of the job is to provide administrative and secretarial support to members of the organization and provide backup, as needed.
Answer all phones promptly and in a pleasant and professional manner. Take detailed messages and deliver them without delay to the intended party or assist callers by redirecting them to another available party who can help them. Coordinate with the back-up secretary to ensure that all the phones on the board are covered at all times.
Conference Room Management
Manage all conference rooms including interviews, video conferences, room set-up for workshops, briefings and other conferences and events on-site
Management of postage and couriers
Management of car and bike parking spaces
Purchasing of coffee
General Secretarial Support Provide general secretarial support to include copying, faxing, filing, spreadsheet work and presentation preparation. Acquire and maintain a good understanding of Moody's business and particular business lines being supported, in order to provide optimal customer service.
Administrative Back-Up During vacations and times of absence, provide back-up in order to ensure uninterrupted flow of operations with regard to support staff, technology and all office issues.
Assist in processing meeting requests for the team including setting up appointments, reserving conference rooms, requesting security passes for guests, arranging for teleconference numbers, refreshments, handouts, etc.
Travel & Entertainment
Assist in arranging travel for team members including air, rail, car services, hotel bookings and conference registrations, taking care to be mindful of deadlines and working to ensure that the most economical options are taken advantage of. Timely and accurate preparation and submission of T&E reports for each analyst supported, ensuring that company policies have been followed and that proper and organized documentation is provided to support the report.
Timely and accurate preparation and submission of Accounts Payable vouchers, ensuring that proper accounts are used, amounts are correct and that proper and organized documentation is provided to support the voucher.
Prompt and accurate preparation of various correspondence.
Facilities Management As needed, assist team members by acting as liaison to Building Services with regard to equipment and building issues.
Other May be called upon to take on additional responsibilities and/or perform other tasks as assigned.
Experience working in an administrative role in a corporate environment
Experience of front customer facing/front of house
Experience gained in hotel management is favorable
Basic working knowledge of, and skill in, the Microsoft Office Suite including Outlook, Word, Excel and PowerPoint.
OUTLOOK: In CALENDAR, ability to create and modify appointments using the planner; in E-MAIL, the ability to create, send and forward email
WORD: ability to create and modify basic communications
EXCEL: ability to create and modify basic spreadsheets
POWERPOINT: ability to create and modify basic presentations
Good organization skills
Excellent manner and well-groomed appearance
Very good verbal and written communications skills; fluency in local language (German) and English is essential
Ability to multi-task and adapt to shifting priorities
Excellent attention to detail
Strong orientation toward teamwork
Requires moderate supervision
Moody's is an essential component of the global capital markets, providing credit ratings, research, tools and analysis that contribute to transparent and integrated financial markets. Moody's Corporation (NYSE: MCO) is the parent company of Moody's Investors Service, which provides credit ratings and research covering debt instruments and securities, and Moody's Analytics, which offers leading-edge software, advisory services and research for credit and economic analysis and financial risk management. The Corporation, which reported revenue of $4.2 billion in 2017, employs approximately 11,900 people worldwide and maintains a presence in 41 countries. Further information is available at www.moodys.com.
Moody's is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, sexual orientation, gender expression, gender identity or any other characteristic protected by law.
Candidates for Moody's Corporation may be asked to disclose securities holdings pursuant to Moody's Policy for Securities Trading and the requirements of the position. Employment is contingent upon compliance with the Policy, including remediation of positions in those holdings as necessary.