Executive Assistant M/F

Written on .

THE ROLE

This is an exciting opportunity to become a key member of our team supporting management in developing the business. The role reports directly to the Chief Operation Officer.

SPECIFIC RESPONSIBILITIES

  • Support the executive committee in the coordination of governance meetings including the Board, Risk Committee and Depositary committee, senior manager meetings
  • Administrative preparation and follow-up as well as preparation of required documentation and background information
  • Manage the COO’s diary and workflow in order to make the work of the department more efficient and optimize time allocation: coordinate arrangements for meetings and appointments and resolve conflicting demands
  • Draft/finalize/edit correspondence and communication on various topics on behalf of the COO, attend meetings and draft minutes
  • Provide support in the drafting and production of presentations
  • Manage regular updating of databases and statistics, plan and maintain the electronic archives of the department
  • Assist the Director in the day to day monitoring of the department’s activity as well as sensitive and confidential topics
  • Manage incoming correspondence and filter incoming inquiries (in particular phone calls and emails) according to the COO’s specific needs
  • Supervise the accurate preparation, finalization and distribution of letters, notes, reports, graphs and presentations
  • Ensure accuracy of all documents produced within the department in terms of language, grammar and content applying effective proofreading
  • Respond to enquiries directed to the department and ensure allocation of enquiry to the appropriate individual to resolve the issue
  • Build and maintain effective relationships internally and externally to ensure a good reputation of the department at all times and supervise effective completion of the above activities and processes
  • Supervise effective and accurate filing and data management of all electronic and hard copy files, documents, data and other information

JOB REQUIREMENTS AND EDUCATION

  • University degree
  • At least 5 years of similar experience
  • Experience in the fund or financial industry is an asset

SKILLS AND COMPETENCIES

  • Fluent in English, any other European language is considered as an asset
  • Excellent written communication skills in English
  • Highly organized
  • Autonomous and proactive
  • Great sense of confidentiality & attention to details
  • Excellent interpersonal skills to have every stakeholders onboard