Executive Assistante to The CEO

Description

Founded in 1856, Banque Internationale à Luxembourg is the oldest multi-business bank in the Grand Duchy. From its foundation, the BIL has always played an active role in the development of the Luxembourg economy. It currently operates in retail, private and corporate banking, as well as on major capital markets. Employing more than 2 000 people, BIL is present in the financial hotspots that are Luxembourg, Switzerland, and China.

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 back-up 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 back-up.
- 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 ad-hoc projects as necessary.

Must Have Requirements

**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
- very good command of French and English (written and verbal),
- 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 detail-orientated and able to deliver accurate work within the agreed time frame.
- Ability to multi-task 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.