Administrative Program Manager

Jobtailor; Deutschland; Vor Ort; EUR 70.000 - 100.000; Vollzeit

Zusammenfassung

Jobtailor in Germany is seeking an accomplished Executive Assistant to support senior leadership. You will manage calendars, prepare materials, and coordinate cross-functional initiatives across Product, Wealth Solutions and Operations.

The role requires 6+ years in executive support, strong communication skills, and mastery of Microsoft 365. You will handle confidential information with discretion and help implement efficient processes in a fast-paced environment.

Qualifikationen

• Bachelor’s degree or equivalent experience.
• 6+ years in executive support or hybrid roles.
• Experience supporting senior executives in fast-paced environments.
• Strong cross-functional project management and prioritization.
• Excellent verbal, written, and presentation communication.
• Advanced Microsoft 365 skills (Outlook, Teams, PowerPoint, Excel, SharePoint).
• Highly organized, proactive, with strong follow-through.
• Ability to handle confidential information with discretion.
• Strategic thinking with execution discipline.
• Influence across functions to align priorities.

Aufgaben

• Manage complex, high-volume calendars aligned to priorities.
• Coordinate leadership cadence: staff meetings, 1:1s, reviews, offsites.
• Prepare decision-ready materials and track follow-ups.
• Draft executive communications and internal messaging.
• Coordinate travel, expenses, and day-to-day operations.
• Lead cross-functional initiatives across Product, Wealth Solutions and Ops.
• Track milestones, risks, and dependencies; resolve issues.
• Provide dashboards and reporting for visibility on priorities.
• Identify process improvements to increase efficiency.
• Support onboarding and internal CCS communications.
• Lead logistics for leadership meetings and external engagements.
• Ensure high-quality hybrid meeting execution.
• Coordinate board materials and meeting prep as needed.
• Oversee administrative workflows and vendor coordination.
• Introduce scalable processes and automation.
• Maintain organization and follow-through.
• Foster accountability and continuous improvement.

Kenntnisse

Executive support

Calendar management

Cross-functional collaboration

Communication skills

Microsoft 365

Strategic thinking

Discretion & confidentiality

Project coordination

Ausbildung

Bachelor's degree or equivalent experience

Tools

Outlook

Teams

PowerPoint

Excel

SharePoint

Jobbeschreibung

Responsibilities

• Manage complex, high-volume calendars aligned to strategic priorities.
• Orchestrate leadership cadence (staff meetings, 1:1s, product reviews, offsites, board prep).
• Prepare decision-ready materials (agendas, pre-reads, presentations) and track follow-ups.
• Draft and edit executive communications and internal messaging.
• Coordinate travel, expenses, and day-to-day executive operations with precision.
• Coordinate cross-functional initiatives across Product, Wealth Solutions, and Operations.
• Track milestones, risks, and dependencies; proactively resolve issues.
• Maintain visibility into key priorities through dashboards and reporting.
• Provide perspective on continuous process improvements to increase efficiency and accountability.
• Partner with Product, Advisor Services, Finance, Compliance, IT, and Operations.
• Align stakeholders on priorities, deliverables, and timelines.
• Support onboarding coordination and internal communications across CCS.
• Assist in execution of firm-wide and CCS-specific initiatives.
• Lead logistics for leadership meetings, offsites, and external engagements.
• Ensure high-quality hybrid meeting execution (technology, materials, coordination).
• Support advisor/client events and leadership forums.
• Coordinate board materials and meeting preparation as needed.
• Oversee administrative workflows, vendor coordination, and executive operations.
• Introduce scalable processes, tools, and automation (reporting, communications, onboarding).
• Maintain strong organization, documentation, and follow-through.
• Improve visibility, efficiency, and consistency across CCS processes.
• Coordinate administrative support resources and establish execution standards.
• Promote responsiveness, professionalism, and service excellence.
• Foster a culture of accountability, detail orientation, and continuous improvement.

Requirements

• Bachelor’s degree (or equivalent experience)
• Minimum 6 years in executive support, program management, or a hybrid role
• Experience supporting senior executives (C-suite preferred) in fast-paced environments
• Demonstrated success managing cross-functional projects and competing priorities
• Proven and strong communication skills (verbal, written, presentation) across all levels, including executive-level
• Advanced Microsoft 365 skills (Outlook, Teams, PowerPoint, Excel, SharePoint)
• Highly organized, proactive, and detail-oriented with strong follow-through
• Ability to handle confidential information with discretion
• Strategic thinking with strong execution discipline
• Prioritization, problem-solving, and decision support
• Process improvement and operational mindset
• Ability to influence and collaborate across functions