EXECUTIVE ASSISTANT (m/f) recruitment
Job description:
RBC Dexia Investor Services offers a complete range of investor services to institutions worldwide. Our unique offshore and onshore solutions, combined with the expertise of our 5,400 professionals in 15 markets, help clients grow their business and sustain enhanced performance through efficiency improvements and robust risk management practices.
Equally owned by RBC and Dexia, the company ranks among the world's top 10 global custodians with USD 2.8 trillion in client assets under administration.
Services offered
RBC Dexia’s innovative solutions include global custody, fund and pension administration, shareholder services, distribution support, securities lending and borrowing, reconciliation services, compliance monitoring and reporting, investment analytics, and treasury services.
rbcdexia.com
PURPOSE
- To provide a strictly private and confidential personal assistant role to the Head, Operations Control and Quality+.
- To manage his workload, assist him in his tasks on hand and act as gatekeeper to him.
PRIMARY RESPONSIBILITIES
- Provide a comprehensive secretarial and administration service to the Head, Operations Control and Quality+ across the range of his work.
- Prepare agendas, meeting papers and take minutes of team meetings and various committee meetings for distribution to attendees
- Develop, maintain and review administration systems to achieve maximum efficiency.
- Maintain and organize the Head, Operations Control and Quality+ diary, filing system and all other relevant areas as necessary.
- View, classify e-mails but also to act when possible and necessary.
- Support the Head, Operations Control and Quality+ in his knowledge acquisition through web research
- Support the Head, Operations Control and Quality+ in his communication actions to key stakeholders (townhalls, intranet, mail to employees, recognition program, ...)
- Facilitate meetings; schedule debriefing meetings so follow up action can be implemented.
- Respond to GOLT members, GOMT members and Operations Control staff and other stakeholder queries in a timely and professional manner, both orally and in writing.
- Co-ordinate the Head, Operations Control and Quality+ and his direct reports based in LUX travel arrangements
- Complete expense claims as required
- Manage Operations Control budget monthly
- Maintain and continuously keep up to date mailing lists.
- Ensure the effective management and update of all relevant databases.
- Any other duties commensurate with the accountabilities of the position
- Organize logistics related to team off-sites.
- Manage all the phone calls, filter them and have a strict application of RBC Dexia protocols in managing phone calls
- Provide cover for the Executive Assistant for other Executive Assistant during holidays and sickness
POSITION REQUIREMENTS / EXPERIENCE
- Educated to degree level standard or equivalent in PA
- 5 years previous experience in a similar role;
AUTHORITIES, IMPACT, RISK
- Authority on diary
- High level of confidentiality
- Impact on the visibility of operations control
KEY RELATIONSHIPS
- Head, Global Operations Control Q+, his direct reports and the team.
- The GOLT Members and their Personal Assistants
- GEC Member Client Operations her Personal Assistant
- Key stakeholders (Risk, IT, Audit ...)
- External contacts (regulators, consultants. travel agency.)
WORKING CONDITIONS
International Environment
COMPETENCIES
Behavioural
- Excellent IT Skills, including use of ICT packages i.e. Word, Excel, Power point, Access.
- Strong interpersonal skills with an approachable personality;
- Excellent email writing and organisational skills
- Good knowledge of database systems and processes
- Liaise positively and professionally with colleagues and visitors;
- Commit to working proactively to support both the team and project output;
- Be amiable, professional and approachable at all times.
- Very high level of confidentiality and integrity
- Ability to work under pressure to agreed deadlines and adapt to change.
- The ability to pay high attention to detail to ensure that high quality work leaves the organization
- Ability to work in a flexible manner (out of hours as required) and autonomous.
- Excellent written English and the ability to communicate at all levels
- Ability to represent the company externally with key stakeholders