Executive Assistant to Executive Committee Member (M/F)

Your next challenge:  

  • Complete a broad variety of administrative tasks that facilitate the Executive Committee member's ability to effectively lead the organization and represent BIL in Luxembourg and abroad.
  • Take responsibility of the compilation of important documents and files.
  • Technical and / or operational involvement in management deliverables; either in the consolidation of reports, or even in the complete management of a defined subject.
  • Proactively manage diary, schedule /coordinate internal and external meetings, conference calls and video conferences across multiple time zones; liaise with assistants from multiple teams across the Bank and outside of the Bank to ensure efficient planning for meetings, events and deliverables.
  • Ensure the Executive Committee member's preparation for internal and external meetings including confirming logistics and potentially printing materials/support documents. Prepare agendas, documentation and presentation materials.
  • Review and handle incoming and outgoing correspondence and inquiries. Monitor email in-box, ensure attention is drawn to important emails and that administrative matters are addressed promptly.
  • Schedule meetings, manage daily calendar and handle day to day administrative responsibilities for other senior executives as a back-up.
  • Organize team meetings / conferences and coordinate logistics, attendees, materials and communication plans. Event planning for team meetings, events and strategy sessions.
  • Handle and maintain confidential files in accordance with firm policy.
  • Coordinate all aspects of domestic/international travel, prepare travel itineraries and prepare expense reports. Manage payment of invoices and travel expenses ensuring they are accurate, within bank policy and paid on time.
  • Complete ad-hoc projects as necessary.
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