Omschrijving

PA to Country Head

Overall purpose of role

The candidate must have extensive experience with secretarial/administration, preferably within the financial services sector. They will have a general understanding of the company’s products and services, have experience of working at a senior level and is someone who thrives in a busy environment and is able to accommodate regular interactions out of hours.

The candidate will be expected to provide extensive Personal Assistant support to Senior Leaders – a mix of Managing Directors and Directors.

Key Accountabilities

• Providing high quality secretarial and administrative support to the International Corporate Banking Teams in the Netherlands, Luxembourg and Belgium and in particular the Country / Business heads (typically MD / D roles hereafter called ‘the Managers’) in each location;
• They will co-ordinate closely with Personal and Executive Assistants across Corporate & Investment Banking in Europe to ensure efficient cooperation between the teams;
• They will provide extensive and complex diary management, ensuring balance between workflow and meetings is achieved; and will use their judgement to prioritise meeting requests from both internal and external individuals;
• To collate and circulate meeting papers; research background information, as required; and ensure that the Managers are always in the correct place at the right time with relevant papers. They will prepare agendas, correspondence and presentations in line with deadlines; will work with highly confidential information where discretion and trust are essential; and will screen and manage telephone calls and emails for the Managers;
• Receive incoming mail and allocate items with backup papers as required. Divert, as appropriate the routine or less complex matters away from the Managers. Prepare letters/documents for signature by the Managers. Respond to requests and send emails on behalf of the Managers as required and agreed. Where appropriate, respond under own signature or draft response;
• Ability to organise own workload with optimum effect is essential due to the large volume of issues which must be dealt with on a daily basis;
• Arrange domestic and international travel for the Managers and support agendas for visits for senior delegates to the Benelux countries;
• Local event organisation;
• Support with recruitment and new joiner and leaver processes keeping the Organisational Management tool up to date on a weekly basis;
• Raise and approve IT Requests, Purchase Orders, Invoices and expenses in a timely fashion;
• Support Expense, Gift & Entertainment Submissions;
• Maintain a suitable process for keeping records;
• Other administrative tasks to support the wider team as determined by the Managers from time to time.

Stakeholder Management and Leadership

• This role interacts with senior Risk leadership (Director and MD level) and colleagues in relation to the scheduling of meetings and events, as well as for team administration queries and activities in various locations;
• The role interacts also with peers, collaborating and sharing knowledge/adopting best practice processes, and with the wider Risk Services transaction cycle.

Decision-making and Problem Solving

• The role involves taking initiative, applying sound judgement and problem solving within a fast-paced, changing environment;
• Identifying critical, high priority activities and adjust priorities;
• Requires an ability to multi-task to manage a large volume of requests.

Essential Skills/Basic Qualifications:

• Great interpersonal skills to deal with a range of people and situations and be able to work as part of a team;
• Attention to detail and ability to maintain confidentiality at all times is critical;
• In depth knowledge of group procedures and policies in relation to Coupa, Travel, Expenses, Cross Border, HR tools;
• Extensive experience in Microsoft Office Tools including Outlook/Teams/Excel/PowerPoint;
• Proven planning, organisational and time management ability with high attention to detail;
• Clear communicator in both verbal and written dialogue English required;
• Fluency in Dutch and French highly valued. Other language skills including German and Luxembourgish would be considered an additional advantage.

Desirable Skills:

• Experience working within financial services or similar matrix organisation;
• Experience supporting multi geographically spread stakeholders.

Working Flexiby 

We’re committed to providing a supportive and inclusive culture and environment for you to work in. This environment recognises and supports ways to balance your personal needs, alongside the professional needs of our business. Providing the opportunity for all our employees, globally to work flexibly empowers each of us to work in a way that suits our lives as well as enabling us to better service our customers’ and clients’ needs. Whether you have family commitments or you’re a carer, or whether you need study time or wish to pursue personal interests, our approach to working flexibly is designed to help you balance your life. 

If you would like some flexibility, then please discuss this with the hiring manager.

Sollicitatieproces