Corporate Secretariat Administration Assistant

Corporate Secretariat Administration Assistant

SWIFT

Brussels, Belgium

Key Responsibilities:

• Create and maintain a yearly board meeting schedule, including setting and communicating key dates.
• Maintain contact and bio details of all board members, including their needs such as travel, hotel rooms, and expenses.
• Organize, coordinate, and supervise logistics for quarterly meetings, including collecting and filing proxies, organizing catering, ensuring IT support, booking meeting rooms, ensuring badges and visitor access forms, and arranging hotel and transport accommodations.
• Lead the board documentation send-out cycle, including agendas, minutes, papers, and presentations, ensuring key dates are adhered to and communicating internally and externally on deliverables and deadline expectations.
• Coordinate the creation of presentation decks and other materials for board meetings.
• Maintain SharePoint (internal) and Boardvantage site (external), including filing, archiving, allocation of paper numbers, and filenames.
• Manage the onboarding of new board members and Exco members for the board cycle process.

Qualifications:

• Proven experience in a similar role, preferably within a corporate environment.
• Excellent organizational and time-management skills.
• Excellent skills in filing and archiving of meeting and related documentation.
• Strong communication and interpersonal skills, frequently with Board and Executive-level individuals
• Ability to handle confidential information with discretion.
• Proficiency in using Microsoft Office Suite and other relevant software.
• Excellent written and spoken English and French and/or Dutch

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