Administrative Assistant Communications and Publishing Department | Frankfurt (Germany) | Permanent (Full-Time, 40 Hours/Week)

The Administration Assistant operates within established processes and systems, providing reliable execution of defined tasks while supporting the broader production team. The role contributes to the efficient delivery of creative projects through strong organizational discipline, attention to detail, and effective support of day-to-day operations.

Administrative & Financial Coordination

• Process and manage invoices in accordance with established financial procedures, ensuring accuracy, proper coding, and timely submission.
• Assist in the preparation, tracking, and administration of contracts and vendor documentation.
• Maintain up-to-date financial and administrative records to support production activities and reporting requirements.
• Liaise with internal stakeholders and external vendors to ensure documentation is complete and compliant with policy.

Project & Workflow Support

• Provide administrative support across multiple active production projects, ensuring tasks are completed within agreed timelines.
• Use Workfront, Monday.com, and similar tools to update tasks, track progress, and maintain project visibility.
• Support the Creative Production Project Coordinator in maintaining accurate schedules and workflow data.
• Ensure project information and documentation are consistently updated and accessible within systems.
• Support correlation, VIO, and IP approval processes by uploading files and required information to designated systems, tracking approval status, and coordinating with content creators and the correlation manager to ensure timely progression through review workflows.

Data Management & Reporting

• Maintain and manage data within spreadsheets, including budget tracking, invoice logs, and project records.
• Ensure a high level of accuracy, consistency, and integrity across all data inputs.
• Prepare standard reports and summaries to support operational oversight.

Departmental Support

• Organize and maintain structured digital filing systems for contracts, financial records, and project documentation.
• Support the preparation of presentations, documents, and internal materials as required.
• Contribute to the smooth day-to-day functioning of the CPD team through reliable administrative support.

Scope & Impact

• Works under the guidance of the Creative Production Project Coordinator within clearly defined processes and systems.

• Responsible for the accurate execution of recurring administrative and financial tasks that support production operations.

• Contributes to team efficiency by ensuring data integrity, document organization, and process compliance.

• Limited decision-making authority; escalates issues or exceptions as needed.

• Impact is primarily operational, supporting the successful delivery of multiple concurrent projects.

• Relevant experience in an administrative, finance support, or operations role, preferably within a creative, media, or production environment.

• Experience handling invoices, contracts, and financial documentation.

• Working knowledge of project management platforms, specifically Workfront and/or Monday.com (or similar tools).

• Strong proficiency in spreadsheets (Excel or equivalent), including tracking, organization, and basic analysis.

• Demonstrated ability to manage multiple tasks with strong attention to detail and accuracy.

• Good organizational, communication, and time management skills.

• Knowledge and regular usage of AI tools.

• Strong English language skills.

• High level of precision in work and attention to detail.

Preferred Attributes

• Process-oriented with a structured and methodical approach to work.
• High level of reliability and attention to detail.
• Comfortable working in a multi-project, deadline-driven environment.
• Proactive in identifying and resolving routine issues within scope.
• Collaborative and supportive team mindset.

Work Location: This is a fully on-site position requ