ob Responsibilities
Administrative support:
- Provide comprehensive administrative assistance to the Design Center employees, including scheduling meetings, managing travel arrangements, processing expense claims, handling internal and external correspondence, and executing other administrative tasks.
- Assist the Director with secretarial and administrative duties, including planning and organizing meetings and events in collaboration with the EUDC team.
Office facility management:
- Oversee office operations, including facility management, reception duties, and communication with maintenance workers for repairs and general housekeeping.
- Manage vendor contracts for office equipment, telecommunication services, insurance, and space leasing.
IT administration:
- Deliver first-level IT support to Design Center employees, resolve basic technical inquiries, and escalate issues to second-level contacts in Europe or DTPIT when necessary.
- Monitor IT issues and perform basic troubleshooting.
Compliance and Events:
- Ensure adherence to internal policies and local legislations in HR and administrative practices.
- Collaborate with HR and Site Manager for annual internal audits and assist in organizing company events as assigned.
Job Qualifications
1. Education: Secondary education or higher.
2. Languages: Fluency in English and German (business level); Mandarin is a plus.
3. Technical Skills: Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and basic IT knowledge.
4. Experience: At least 5+ years of experience in administration/secretarial roles, preferably in a multicultural, multinational company environment.
5. Skills: Strong attention to detail, organizational abilities, cross-cultural communication, and social skills.
Only the applications relevant to the criteria above will be taken for further consideration.
The CompanyEBA CLEARING is a provider of pan-European payment infrastructure solutions. Founded in 1998, the Company is owned by 48 of the major banks operating in Europe and based on a country-neutral governance model. The payment systems of EBA CLEARING are pan-European by design and desire: they are developed in close co-operation with the Company’s multinational user community and best-of-breed technology partners.EBA CLEARING manages and operates the payment services EURO1, STEP2 and RT1. Both EURO1 and STEP2 have been classified as systemically important payment systems (SIPS) by the European Central Bank. The pan-European real-time payment platform RT1 went live in November 2017 and processes euro instant payments complying with the European Payments Council’s SEPA Instant Credit Transfer Scheme.The positionWe are looking for a proactive, experienced, and service-oriented professional to join our Corporate Services Team (Corporate Shared Services Unit (CSU) as an Workplace experience partner specialistIn this role, you will ensure the smooth running, coordination, and continuous improvement of office operations. You will act as a key point of contact for internal and external stakeholders and support the rest of the team in delivering a professional, efficient, and high-quality workplace experience.The successful candidate will be part of the Corporate Services team in the Frankfurt office and report to the Head of Corporate Services.Main responsibilitiesYour tasks will include:- Acting as a key point of contact for internal and external stakeholders, ensuring timely and high-quality communication
- Coordinating and overseeing reception and visitor management activities, ensuring a seamless and professional experience
- Monitoring external visitor access and ensuring security policies and processes are enforced and respected at all times, including access badge management and visitor logistics
- Supporting employees with booking accommodation and transportation in compliance with the Company’s travel policy
- Managing and coordinating travel-related logistics and administrative processes
- Providing administrative support, including preparing correspondence, handling mail and deliveries
- Coordinating, planning, and organising meetings and events end-to-end, including room preparation, AV setup (with the support of IT), and catering
- Providing first-level support for workplace tools (meeting rooms, Teams), escalating to IT when necessary
- Supporting internal and external visitors to ensure a high level of satisfaction
- Providing administrative support to management
- Be part of the contact list for the building’s security/tele-surveillance service and respond to alerts or incidents when required, including outside of normal working hours
In addition, you will:- Contribute to the improvement and standardisation of office management processes and procedures
- Coordinate with internal teams (HR, IT, Events) and external service providers to ensure smooth operations
- Monitor service quality and proactively identify areas for improvement
- Support small projects related to workplace experience, office operations, and process optimisation
The profileThe successful candidate will:- Have a level of education corresponding to at least 2–3 years of university studies in administration, business, or a related field
- Have a minimum of 4–6 years of relevant professional experience in office management, administration, or workplace services
- Have 2 years of experience in Facilities management
- Have strong experience in organising meetings, events, and business travel
- Have excellent spoken and written English and German; additional European languages are an asset
- Have strong IT skills (MS Office, Outlook, Teams)
- Be proactive, organised, and able to manage multiple priorities independently
- Demonstrate the ability to take ownership, anticipate needs, and improve processes
- Be detail-oriented while maintaining a clear view of overall priorities
- Be a strong team player with the ability to work independently
- Be customer-oriented and comfortable working in an international and multicultural environment
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