Executive Assistant
Association for Financial Markets in Europe Ltd.
Région
Contrat
Introduction
- Job title: Executive Assistant
- Reports to: Deputy Head of Advocacy, Managing Director, Advocacy, Brussels
- Division: Advocacy, Brussels
- Location: Brussels
Role purpose
The post holder will provide executive assistance to AFME’s Advocacy Team and will be responsible for supporting the running of one of AFME’s key Member Committees, the European Public Policy Committee. The successful candidate will support the Advocacy Team in the execution of their advocacy responsibilities and will provide central office support for some remote working given that the team also travel frequently.
The post holder will also support the Executive Assistant of the Head of Advocacy in ensuring that all the back-office functions of the office run smoothly.
The post holder should be able to communicate fluently in English and French, whether as a first or second language (additional European languages would be important assets), as they will be working closely with a diverse European membership and with their colleagues in the AFME headquarters in London.
Key accountabilities
Key activities / Decision areas
Executive assistance to professional staff
- Diary management: scheduling internal and external meetings and assisting in organising the logistics for meetings, including conference calls
- Acting as front line ‘reception’ for all callers and ensuring that their queries are dealt with efficiently or directed to the appropriate person
- Making travel arrangements and submitting expenses claims using online platform Concur
- Working with a bespoke database (CRM); contact and official sector distribution list management
- Active assistance in compilation, consolidation, harmonisation, formatting, proofreading, finalisation, and distribution of documents to members and stakeholders
- Assisting with the preparation for and occasionally attending AFME events and functions; with possibly some travel within Europe
- Ad hoc projects as requested
Administrative support to the European Public Policy Committee
- Managing the logistical arrangements for meetings of the Committees
- Working with the Secretary of the Committee to ensure the timely preparation and distribution of documents for meetings
- Preparation of agenda and minutes between meetings of senior staff and Committee chairs
- Communicating with AFME Members on logistical arrangements
- Ongoing management of committee membership and distribution lists
- Some European travel to look after meeting arrangements
Back office services in liaison with another EA
- Ensure compliance with overarching AFME policies and procedures
- Provide office support services e.g. ordering kitchen supplies, office supplies, post services, maintaining an orderly work environment, as required, to enable the Business to operate efficiently
- Assisting with the management of service contracts e.g. cleaning, shredding, recycling, coffee machines, stationery
- Ensure invoices are properly coded and authorised in Stampli
Main contacts (external and internal)
Contact group
- Managing Director & Advocacy Team
- Frequency:Daily
- Purpose: Provide administrative support to the Advocacy Team and work closely with the other Executive Assistant in managing the office
- London Office
- Frequency:Daily
- Purpose: Ensure collegiate working and to broader AFME objectives
- Callers & Guests
- Frequency:Daily
- Purpose: Provide quality service to our members, callers and guests
- External Office Suppliers
- Frequency: As required
- Purpose: Provision of office supplies to ensure that office is adequately serviced
Person specification
Key competencies
Essential:
- Good interpersonal skills
- Proactive, extremely well-organised, and can-do attitude
- Strong communicator
- Problem solving skills
- Very good attention to detail – is a starter/finisher
- Calm demeanour and capable of working well under pressure
- Self-sufficient and able to work unsupervised
- Calm and effective under demanding deadlines
- Ability to communicate effectively throughout all levels of an organisation
- Fluency in written and spoken English, including spelling. Very good French.
Knowledge skills and experience
Essential:
- Fluency in English and French
- Ability to multi task and manage own workloads with minimal supervision
- Minimum 3 years previous experience working in a generalist office support role
- High degree of proficiency with Microsoft Office 2007
- Strong skills in MS Office: Outlook (email and calendar); Strong PowerPoint, Word, Excel and Adobe Professional skills
Desirable:
- Experience working for a European trade association or an international financial, professional services or law firm, ideally in a client or member facing role
- CRM and/or Sharepoint experience
- Experience supporting multiple team members
- Additional European languages
- Familiarity with the European institutions
About us
The Association for Financial Markets in Europe (AFME) represents a broad array of European and global participants in the wholesale financial markets. Its members comprise pan-EU and global banks as well as key regional banks, brokers, law firms, investors and other financial market participants. We advocate stable, competitive, sustainable European financial markets that support economic growth and benefit society.
AFME is the European member of the Global Financial Markets Association (GFMA), a global alliance with the Securities Industry and Financial Markets Association (SIFMA) in the US, and the Asia Securities Industry and Financial Markets Association (ASIFMA) in Asia.
Interested?
You can simply apply by clicking the Apply Now button.