The Executive Assistant provides high-level support to the CEO of as well as to the Chairman, the INEDs (external), all senior executive visitors (EMEA and US) and visiting clients, regulators or other stakeholder.
- Schedule Management: Coordinate the CEO’s diary, prioritizing functions and appointments, ensuring that meetings, deadlines, presentations and other duties of the executive office are carried out seamlessly and deadlines are met. Making travel arrangements, coordinating flights, accommodations and other itinerary specifics. When the executive has conflicting priorities, he/she must balance those duties to make sure key projects meet deadlines.
- Records and Reports: Generate various office reports, create spreadsheets and charts, maintain databases and write departmental status reports.
- Board Liaison: Serve as the liaison between the executive offices, board and extended executive members. Facilitate communication, plan events, distribute information, draft agendas, schedule meetings, and record minutes.
Guarantee the seamless organization of executive and board meetings as well as leadership team meetings or other meetings to be organized either on the request of the CEO or other senior EMEA or Global Managers. This includes also independent organization of inductions programs for global senior executives in Brussels as well as for INEDs and other newly added senior management team members in Brussels, the UK and the US.
- Records Management: He/she is responsible for setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the company complies with all applicable record-keeping requirements.
- Office Management and Staff Supervision: Coordinate the efforts of administrative colleagues in effectively running the executive office, training staff on internal processes and systems and ensuring all necessary functions are appropriately covered.
Check and order supplies, oversee conference rooms and handle problems, approve purchase orders.
- Communication, Speeches and Presentations: Be well versed in writing (English), draft correspondence, speeches, presentations and announcements from the executive office. Developing staff and board presentations.
Know grammar, punctuation and spelling perfectly.
When speaking with co-workers at all levels or members of the public talk in clear and concise sentences. Listen to the needs of others and give complete attention to what people say and ask questions to understand their concerns.
- Gatekeeping: Having the significant responsibility to position her/himself between the public, clients and customers, staff members and the CEO. In this capacity, he/she screens phone calls, takes requests for meetings and coordinates various aspects of interdepartmental communication as necessary.
- Judgment: The Executive Assistant must be able to work without much direction to make sound decisions without supervision. He/she needs to anticipate or recognize problems and refer them immediately to the right person for resolution. He/she also needs to understand logic, reasoning, mathematical methods and statistics to determine the strengths and weaknesses of solutions to problems. He/she must be able to find ‘common threats’ among unrelated events to draw conclusions about potential issues.
- Teamwork: He/she must be part of a team that includes the CEO and other employees and must establish and maintain working relationships with staff at all corporate levels as well as with clients, regulators and other stakeholders. He/she must see herself as partner to the CEO and other senior executives. He/she must also collaborate with the CEO and work to form and accomplish mutual goals.
In order to provide excellent support to the CEO when travelling it is imperative that he/she has an excellent PA network within all branches as well as the UK and the US.
- Stakeholders and Clients: Be the liaison with outside business organizations and regulators, and clients. This includes, but is not limited to, the organisation of regulatory meetings not only in Brussels but also in locations in London and New York as well as all Branch locations.
Our client is a worldwide banking and financial services company and one of the largest banks in Belgium. The Belgian office is located in the center of Brussels (1000 Brussels - easy access by public transport)