Administrative assistant F/M

Our client in the banking sector is seeking a highly organised and detail-oriented Administrative Assistant to provide comprehensive administrative support and contribute to the efficient operation of the office. The successful candidate will possess strong administrative competencies, prior experience in a fast-paced banking environment, and the ability to manage multiple responsibilities while maintaining a high level of confidentiality and professionalism.

Key Responsibilities:

Meeting Coordination :

• Assist in scheduling and organising meetings involving internal and external stakeholders, up to 200 participants, some being high level officials, in physical, hybrid and virtual formats (e.g. Microsoft Teams, Webex)
• Coordinate room booking, catering offer and virtual meeting setups
• Confirm attendance and ensure all required participants are aware of meeting schedules and locations.

Logistics (Preparation and Meeting support) :

• Ensure meetings are set up and ready on time, including seating arrangements and name tags
• Order and arrange catering services for in-person meetings, paying attention to dietary requirements.
• Facilitate access to premises (i.e. security lists, badges)
• Prepare all meeting formats as "ready to start" on time, by, but not limited to, ensuring that the necessary equipment such as laptops, video conferencing tools are organised, and that virtual meetings are set up according to agreed standards.
• Attend meetings for protocol support and provide quality customer service (welcome participants, answer enquiries such as booking meeting rooms or taxi for them, guiding them into the building, printing documents, etc.)

Communication and Correspondence :

• Draft invitations, save-the-date, attendance lists
• Send reminders and follow-up messages to participants
• Serve as a main point of contact for logistical matters
• Maintain record of meeting participants
• Rigorously archive emails and documents in dedicated systems.
• Keep track and report on the above to the officer/manager in charge of the meeting during/after the meeting.

Academic qualifications and professional skills :

• Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, protocol)
• At least 5 years of relevant professional experience (meeting coordination role)
• Strong customer orientation
• Excellent knowledge of standard Microsoft Office tools (Outlook, Word, Excel, and PowerPoint) & meeting platforms (Teams, Webex). Interest in IT matters and digitalisation would be an advantage.
• Excellent written and verbal communication skills in English. Good knowledge of another EU language would be an advantage. Ability to write clear and concise messages.
• Strong organisational and multitasking skills, with the ability to prioritise tasks effectively
• Ability to work independently as well as part of a team
• Professional demeanour and ability to interact with senior leaders, clients and stakeholders
• Ability to handle confidential information with discretion
• Flexibility to accommodate varying schedules, with availability expected from time to time for early morning or late evening meetings

Competencies :

• Achievement Drive: continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals.
• Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes.
• Collaboration: Works cooperatively as part of a team; works collaboratively with peers across organisational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns.
• Organisational Commitment: Is willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align her/his own behaviour with the organisation's needs and intrinsic values, acting with integrity in ways that promote the organisation's mission, policies and rules.