Administrative /Project Support Assistant (m/f/d) for AMLA

DEKRA Arbeit GmbH is seeking a dedicated and reliable Administrative

Assistant (m/f/d) Finance for a company in the finance sector in

Frankfurt am Main. In this role, you will provide general

administrative and organizational support, including meeting

coordination, document preparation, correspondence, and internal task

coordination.

Responsibilities:

1. General Board (GB) Stakeholder Management

- Maintain and regularly update the contact database of GB members,

alternates, delegates and support staff.

- Process changes in nominations and representation.

- Maintain accurate and up-to-date distribution lists.

- Ensure contact data is handled in accordance with applicable data

protection requirements.

- Support the planned GB-wide contact information update and

verification campaign.

- Contact GB members to confirm and validate their information.

- Identify and resolve inconsistencies in contact details and

representation data.

- Consolidate feedback and update the relevant databases and

distribution lists.

2. Functional Mailbox Management – GB Secretariat / AMLA@AMLA

- Monitor and triage incoming correspondence on a daily basis.

- Register and route messages to the responsible units.

- Track follow-up actions and deadlines.

- Prepare and send standard acknowledgements and routine replies.

- Maintain an overview of pending correspondence and outstanding

actions.

- Provide the team with regular updates on open and pending items.

3. Support to the ServiceNow Transition

- Map and document existing administrative workflows and procedures.

- Support the migration of contact data into ServiceNow.

- Support the migration and setup of mailbox-related workflows.

- Participate in testing and early implementation.

- Identify, document and flag issues and inconsistencies.

- Support the team in improving and standardising administrative

processes.

4. General Administrative Support

- Support meeting and event logistics.

- Assist with calendar and appointment management.

- Maintain filing and document-management systems.

- Support document preparation and quality checks.

- Review and maintain templates and standard documents.

- Provide other administrative support as required and within

available capacity.

Requirements:

- Secondary education

- 1-5 years of administrative experience

- MS Office package: Outlook, Word, Excel, PPT, TEAMS

- Document management experience

- Management of workflows

- English is the standard working language and therefore a C1 level is

required