Associate, Executive Assistant II - Personal Assistant to the European Bank CEO

工作内容

Overview

Position Summary :
The incumbent provides high-level support to the CEO of the The Bank of New York Mellon SA/NV (our “European Bank”) as well as to the Chairman, the INEDs (external), all senior executive visitors (EMEA and US) and visiting clients, regulators, or other stakeholders.

Key Responsibilities : 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 trains and 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 in close and fruitful cooperation with Company Secretary (CoSec). 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:
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.
When writing on behalf of the bank always shape a positive image of the bank. 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 herself between the public, clients and customers, staff members and the CEO. In this capacity, screen phone calls, take 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. Need to anticipate or recognize problems and refer them immediately to the right person for resolution. Must be able to find ‘common threats’ among unrelated events to draw conclusions about potential issues.

Teamwork:
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. Must see herself as partner to her CEO and other senior executives. 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, should have an excellent PA network within all branches of the European Bank as well as the UK and the US.

Stakeholders and Clients:
Be the liaison with outside business organizations, such as AFME, AmCham, our external auditors, and regulators, such as ECB, NBB, and clients. This includes, but is not limited, organisation of regulatory meetings not only in Brussels but also in our locations in London and New York as well as all branch locations.

Governance Responsibilities:
Contribute to the efficiency of the CEO and the related global Executive Offices.
Have a solid understanding of the Belgian and EMEA governance framework, including escalation requirements.

Generic Responsibilities:
Comply with all BNY Mellon corporate policies and procedures, including HR policies and procedures, applicable to BNY Mellon.
Observe the branch’s work regulations as well as the code of conduct.
Comply with all Security and Health & Safety policies and procedures operating within the business

Leadership:
No direct reports. May serve as a support team lead, assigning activities to other support staff and checking work completion. May also provide advice/training to new or less experienced team members.

Education:
Secondary school or the equivalent combination or education and experience is required, Bachelor’s degree preferred.

Experience and skills:
Previous assistance experience of minimum 6 years in a comparable position is a must.
Fluent in English, both written and oral. Advanced conversational level in French and particularly German, as client interaction is an integral part of the job.
Outstanding knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint)
Must be very familiar with and highly able to use IT products, such as personal computer, iPads as well as all online forms (IT portal, SAM requests)
Skilled in typing,advanced proofreading/editing and word processing.
Effective collaboration and communication skills are required, including information exchange with internal and external contacts. Tact, diplomacy and confidentiality are essential skills based on the level of internal and external contacts.
Superb organizational skills and be able to handle multiple tasks simultaneously and therefore manage priorities, establish and meet deadlines.
Must have sound judgment and understand the importance of teamwork, to work with CAO, CoSec and related Senior Executive PAs in EMEA and the US
Must be result oriented, aware of the bottom line and focused on achieving the required results in a timely manner
Flexibility, pro activity, and working well under pressure are vital.

Employer Description:
For over 230 years, the people of BNY Mellon have been at the forefront of finance, expanding the financial markets while supporting investors throughout the investment lifecycle. BNY Mellon can act as a single point of contact for clients looking to create, trade, hold, manage, service, distribute or restructure investments and safeguards nearly one-fifth of the world’s financial assets. BNY Mellon remains one of the safest, most trusted and admired companies. Every day our employees make their mark by helping clients better manage and service their financial assets around the world. Whether providing financial services for institutions, corporations or individual investors, clients count on the people of BNY Mellon across time zones and in 35 countries and more than 100 markets. It’s the collective ambition, innovative thinking and exceptionally focused client service paired with a commitment to doing what is right that continues to set us apart. Make your mark: bnymellon.com/careers.