ESD-GmbH

Reception and Administrative Assistant, Part-time

ESD-GmbH

part-time

Posted on:

Location Type: Office

Location: Frankfurt am Main • Germany

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About the role

  • Friendly interaction with visitors and EIOPA staff in English and German
  • Welcoming and checking the identification of visitors
  • Managing participant lists (e.g., preparing, printing, distributing in meeting rooms, collecting, scanning and archiving lists)
  • Recording unannounced visitors in the visitor management system
  • Allocating parking spaces to visitors
  • Issuing, distributing and collecting visitor badges
  • Creating, printing and cutting name badges, place cards and other materials for meetings and events
  • Accompanying visitors to the appropriate meeting rooms and, if necessary, within EIOPA premises
  • Providing practical assistance to visitors and staff (e.g., information about public transport, ordering taxis, supplying stationery, etc.)
  • Assisting visitors with use of technical facilities (e.g., basic instructions for Wi‑Fi access, video conferencing systems, projectors, etc.)
  • Assisting visitors in emergency situations (e.g., accident, illness, etc.)
  • Catering support tasks, including preparing the coffee buffet and replenishing refreshments for guests
  • Ensuring that the reception area and meeting rooms are always presentable (clearing dishes, minor cleaning tasks)
  • Other supporting tasks related to general reception and visitor management.

Requirements

  • Completed vocational training in office administration, hospitality, or a similar service area, or a completed Bachelor's degree; or at least 3 years of professional experience in a comparable position (e.g., premium reception services, office management, secretarial role, personal assistant)
  • Conversational proficiency in spoken and written English and German (CEFR level B2)
  • Good knowledge of common IT applications, in particular Outlook, Word, Excel and PowerPoint (experience with SharePoint is an advantage)
  • Structured and independent way of working
  • Strong customer- and service-orientation
  • Good communication skills
  • Physically able to perform light practical tasks (e.g., sorting/transporting office supplies, tidying conference rooms, catering-related assistance, etc.)
  • Presentable professional appearance
  • Current police clearance certificate (criminal record check).
Benefits
  • Long-term employment – permanent contract
  • Fixed monthly salary
  • Occupational pension scheme possible after the probationary period
  • Employee discounts on products and services from well-known providers
  • No night or weekend shifts
  • Comprehensive onboarding
  • Varied day-to-day work
  • Internal and external training and development opportunities
  • Direct contact with team leadership
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
office administrationhospitalityvisitor managementcustomer serviceevent coordinationbasic IT supportlight practical tasks
Soft Skills
strong customer orientationgood communication skillsstructured workingindependent workingfriendly interactionservice orientationpresentable appearance
Certifications
current police clearance certificate