Executive Assistante to The CEO
il y a 2 semaines
As a major player in Luxembourg's finance industry and as a signatory of the UN Principles of Responsible Banking, BIL is committed to handing over a responsible and sustainable bank to future generations.
Responsibilities:
KEY OBJECTIVES OF THE JOB
- Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization and represent BIL in Luxembourg and abroad.
- Take responsibility of the compilation of important documents and files.
- Provide backup support to other senior management in terms of organisation, scheduling, correspondence, human resources, and meetings.
DELIVRABLES AND KEY ACTIVITIES
- Proactively manage diary, schedule /coordinate internal and external meetings, conference calls and video conferences across multiple time zones; liaise with assistants from multiple teams across the Bank and outside of the Bank to ensure efficient planning for meetings, events and deliverables.
- Ensure the CEO's preparation for internal and external meetings including confirming logistics and potentially printing materials/support documents. Prepare agendas, documentation and presentation materials.
- Schedule meetings, manage daily calendar and handle day to day administrative responsibilities for other senior executives as a backup.
- Organize team meetings / conferences and coordinate logistics, attendees, materials and communication plans. Event planning for team meetings, events and strategy sessions.
- Handle and maintain confidential files in accordance with firm policy.
- Coordinate all aspects of domestic/international travel, prepare travel itineraries and prepare expense reports. Manage payment of invoices and travel expenses ensuring they are accurate, within bank policy and paid on time.
- Complete adhoc projects as necessary.
Domain of expertise
Secretary / Executive assistant
Education (orientation)
Secretary / Executive assistant
Education (required level)
Background in business management and administrative support
_ Languages_
Mandatory languages:
- Luxembourgish : Native
- German is considered as an important advantage.
Banking techniques
Good understanding of the functioning of the Bank
IT tools
Proficient is MS Office; PowerPoint, Word, Excel, and Outlook
Experience (type + number of years)
5-10 years
Ideally a minimum of 5 years of experience as an Executive assistant in a complex organization
Relevant experience of a senior level executive within a global company is considered as an advantage
More requirements
- Strong verbal and written communication skills & ability to interact comfortably with individuals at all levels in a professional manner.
- Well organized, proactive and detailorientated and able to deliver accurate work within the agreed time frame.
- Ability to multitask and anticipate needs, whilst remaining calm under pressure.
- Team player, able to collaborate with team members to achieve collective goals.
- Discrete with good interpersonal skills, able to create a positive work atmosphere.
- Good knowledge of the national ecosystems as well as of the international and multicultural environments in which BIL operates.
- Sensitivity and tact : able to understand the business and its partners and act accordingly.
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