Executive Assistant

AFME - Association for Financial Markets in Europe

Executive Assistant

AFME - Association for Financial Markets in Europe

Brussels, Belgium

Reports to: Head of Advocacy
Division: Advocacy

Role purpose:

The post holder will provide comprehensive support to the Head of Advocacy which includes diary management and correspondence with official sector stakeholders, in addition to providing administrative support to some other members of the Advocacy team, helping them carry out their advocacy responsibilities including support to enable remote working.

They will be responsible for assisting with the smooth functioning of the advocacy team through various team-related support functions, such as team meeting and document organisation, membership and other contact data management and contributing to the implementation of our advocacy coverage model. The post holder will also have office management responsibilities for our Brussels and Frankfurt offices and being a member of the AFME Operations Committee.

Working alongside a Team Assistant, the successful candidate will be proactive, diplomatic, and able to make sound judgments, also working independently when required.

The post holder should be able to communicate fluently in English and French or Dutch as they will be working with our diverse membership as well as Belgian suppliers. Additional European languages are a strong asset.

This job function is an integral part of the Advocacy and broader AFME team and requires good organisational and communication skills to be able to work with colleagues from all divisions, including senior management.

Key accountabilities - Key activities/Decision areas

Executive assistance to Head of Advocacy and select advocacy staff

  • Workflow management with the ability to prioritise tasks and meet deadlines;
  • Diary management: scheduling internal and external meetings, including with senior official sector stakeholders and representatives from member firms;
  • Team absence recording and monitoring;
  • Correspondence (mostly via email) with senior stakeholders (official sector and members);
  • Making travel arrangements and submitting expenses claims using the online platform Concur;
  • Working with a bespoke database (CRM); recording meetings, adding, updating and deleting contacts and distribution lists, including the filing of data and pulling data into Excel and Word formats;
  • Active assistance in compilation, consolidation, harmonisation, formatting, proofreading, finalisation, and distribution of documents.

Advocacy team support

  • Organising advocacy team meetings and ensuring follow up on agreed actions together with the Head of Advocacy;
  • Structuring and organising team documents and advocacy material in MS Sharepoint;
  • Preparing reports and overviews of AFME engagement with the official sector;
  • Ensuring communication of, and compliance with, overarching AFME policies and procedures to and on behalf of the Advocacy team;
  • Liaising with AFME HR, Digital Services, Marketing and Communications colleagues based in London as required;
  • Taking part in the AFME Operations Committee on behalf of the Advocacy function;
  • Assisting with the preparation of and occasionally attending AFME events that require input from the Advocacy team;
  • Acting as front line ‘reception’ for all callers and ensuring that their queries are dealt with efficiently or directed to the appropriate team member;
  • Managing and monitoring memberships, accreditations, conferences and events which relate to the activities of the Advocacy team;
  • Assisting with the preparation of documents for the European Public Policy Committee when required;
  • Providing cover for the team assistant in their absence.

Office management

  • Office management responsibility for the Brussels and Frankfurt offices;
  • Together with the team assistant:
    • organising and carrying out reception and guest welcoming functions;
    • organising logistics for staff and member meetings;
    • providing office support services e.g. ordering and ensuring an orderly work environment, as required, to enable the business to operate efficiently;
    • assisting with the management of service contracts;
    • submission of invoices for approval.

Main contacts (external and internal)

Contact Group

Frequency 

Purpose

  • Advocacy team members;
  • London Office;
  • Callers & Guests;
  • External Suppliers.
  • Daily;
  • Daily;
  • Daily;
  • As required.
  • Provide executive support to the Head of Advocacy and administrative support to select team members working closely with the other Team Assistant;
  • Ensure collegiate working & communications, and adherence to broader AFME objectives;
  • Provide quality service to our members, callers and guests;
  • Provide an efficient office environment.

Person specification

Key competencies

Essential

  • Good interpersonal skills;
  • Proactive and can-do attitude;
  • Strong communicator;
  • Problem-solving skills;
  • Ability to anticipate and manage workflows;
  • 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 when working to demanding deadlines;
  • Ability to communicate effectively throughout all levels of an organisation;
  • Fluency in written and spoken English and French/Dutch.

Knowledge skills and experience

Essential

  • Fluency in English;
  • Previous experience working as an executive assistant to a senior management role;
  • Ability to multitask and manage own workloads with minimal supervision;
  • High degree of proficiency with Microsoft Office and Outlook in particular (email and calendar).

Desirable:

  • Experience working for a European trade association or an international financial, professional services or law firm;
  • Familiarity with the European institutions;
  • Additional European languages;
  • Experience supporting multiple team members;
  • CRM and/or Sharepoint experience.

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.

For more information please visit the AFME website, www.afme.eu or follow us on Twitter: @AFME_EU.

If you are interested in the above role, please send your CV and cover letter to careers@afme.eu.

Don't forget to mention BrusselsJobs when applying.

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© EuroJobsites 2021

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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