Executive Assistant (M/F)
Banque Internationale à Luxembourg
- Luxemburg
- Unbefristet
- Vollzeit
As a major player in Luxembourg's finance industry and as a signatory of the UN Principles of Responsible Banking, BIL is committed to handing over a responsible and sustainable bank to future generations.Your next challenge:
- Uphold the highest standards of professionalism and discretion by managing sensitive information and executing administrative tasks with precision and adherence to organizational policies, in full autonomy. This includes safeguarding confidential materials and streamlining processes to ensure smooth operational flow and reliability.
- Proactively manage diary, scheduling / coordinating internal and external meetings, conference calls and video conferences across multiple time zones; liaising with assistants from multiple teams across the Bank, ensuring planning for meetings, events and deliverables.
- Ensure senior executive preparation for meetings including confirming logistics, printing materials, preparing agendas, documentation and presentation materials.
- Review and handle incoming and outgoing correspondence and inquiries. Monitor email in-box, ensuring attention is drawn to important emails.
- Promptly handle day to day administrative responsibilities for senior executives.
- Securely manage confidential information and files, adhering strictly to firm policies to ensure the highest standards of information protection ; proactively propose policy improvements where needed.
- Organize team offsites and coordinate all respective organizational aspects (logistics, attendees and materials).
- Coordinate all aspects of domestic / international travel in coordination with the travel agency, ensuring cost containment measures are adhered to.
- Manage payment of invoices and travel expenses ensuring they are accurate, within bank policy and paid on time.
- Coordinate the preparation of reportings
- Bachelor in Business Administration, or an equivalent experience.
- At least 3 years of experience in the banking sector, or in a relevant position.
- Fluency in French and English. Any other language is an asset.
- Good understanding of Systems, and Policies & Procedures.
- Strong knowledge of Stakeholder Relationship Management, Deal With Ambiguity, and Writing Skills.
- Excellent understanding of Coordination, Customer Experience, Travel Management, Meeting Preparation, and Expense Reporting.
- Outstanding mastery of Confidentiality & Discretion, Calendar Management, and Inbox Management.
- Strong and committed team spirit.
- Clear and structured communication skills, both oral and written.
- An active, present and accessible enabler.
- Attention to detail, rigour and ownership.
- Solution-oriented with strong problem-solving skills.
- Good command of PowerPoint and Excel.
BIL is firmly of the opinion that diversity & inclusion contribute towards increasing the collective performance of the Bank. We are committed to creating a culture of inclusion that encourages individual development with equal opportunities for all.NB: The selected candidate will be asked to provide an extract from the criminal record (no.3) as evidence of integrity and justified with regard to the specific needs of the position to be filled. Other documents will be collected, to the extent legally permitted, to perform background checks.