Senior Administrative Assistant

Senior Administrative Assistant

BNY Mellon

Brussels, Belgium

Role overview

The Executive Assistant (EA) provides high-quality, proactive support to the Pod Lead within the Asset Servicing BBDI segment. The EA manages complex calendars and priorities, ensures disciplined execution of meetings and deliverables, and acts as a trusted liaison with internal and external stakeholders. This role requires exceptional organizational skills, discretion, a client-focused mindset, and the ability to operate in a fast-paced, global environment across multiple time zones.

Key responsibilities

Executive support and calendar management

• Own complex, rapidly changing calendars, including priority setting, sequencing, and conflict resolution across EMEA, US, and APAC time zones;
• Proactively prepare daily run-of-day briefs, itineraries, and priority action lists;
• Coordinate travel, visas, accommodations, logistics, and detailed agendas; prepare and reconcile expense reports.

Meeting and governance coordination

• Schedule and orchestrate high-stakes meetings (internal leadership, client, regulatory, and cross-functional forums);
• Prepare agendas, pre-reads, minutes, and action trackers; follow through to closure with accountable owners;
• Draft, edit, and distribute communications (updates, announcements, talking points, town-hall materials);
• Uphold confidentiality and handle sensitive information with sound judgment.

Logistics and event management

• Coordinate client visits (including unreasonable hospitality), and local events; manage venues, agendas, speakers, and materials;
• Support town halls and internal forums with end-to-end event planning and post-event actions.

Operational excellence and reporting

• Maintain document repositories, shared drives, and knowledge bases for segment continuity.

Project and initiative support

• Support cross-functional initiatives (client engagements, transformation programs, process improvements);
• Coordinate timelines, inputs, reviews, and approvals; ensure disciplined execution and timely outcomes;
• Partner with finance/HR/operations on ad hoc requests (headcount tracking, budgeting, onboarding/offboarding coordination).

Risk, compliance, and controls

• Adhere to internal policies, procedure standards, and control expectations;
• Ensure accurate records, approvals, and audit-ready artifacts for meetings, actions, and expenses.

Qualifications and experience

• 5+ years supporting senior leaders (MD/Senior Director level) in financial services, asset servicing, or related sectors;
• Strong familiarity with EMEA business environments; previous experience supporting multi-country leadership preferred;
• Demonstrated experience managing complex calendars, travel, events, and executive communications;
• Proficiency in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, OneDrive/SharePoint); strong comfort with virtual collaboration tools and AI tools;
• Experience preparing executive-level materials (decks, memos, minutes, action logs, trackers) with high attention to detail;
• Bachelor’s degree or equivalent professional experience.

Skills and competencies

• Organization and execution: Exceptional prioritization, time management, and follow-through; thrives in ambiguity and shifting priorities;
• Communication: Clear, concise writing and verbal skills; capable of drafting executive communications with the right tone and structure;
• Stakeholder management: Confident, professional presence with the ability to interact at senior levels and build trusted relationships;
• Discretion and judgment: Handles confidential information appropriately; anticipates needs and exercises sound judgment;
• Problem solving: Resourceful, proactive, and solution-oriented with strong ownership mindset;
• Technical fluency: Advanced skills in Outlook/Teams/Excel/PowerPoint; able to maintain trackers and dashboards;
• Global mindset: Comfortable working across time zones and cultures; flexible to support critical meetings outside standard hours when needed.