BBH Luxembourg is looking for an Executive Assistant to support the Global Head of Transfer Agency Operations to join in January 2019.
The Executive Assistant will hold various responsibilities including complex diary management, travel arrangements,, minuting of meetings and reporting.
Responsibilities : 1. Scheduling
Process and coordinate expense reporting.
Exercise considerable judgment and discretion in handling requests for appointments and telephone calls, routing them to others or dealing with them on own initiative when appropriate.
Schedule and prepare agenda for regular meetings.
Coordinate and organize meetings, events and travel plans.
2. Phones and Correspondence
Review and prioritize disbursements of interoffice documentation, reports, and more.
Receive and respond to letters, e-mails, and memos.
Answer telephone calls, take messages, respond to questions and direct callers to appropriate parties as necessary.
Type all correspondence, i.e. memoranda, letters, etc.
3. Analysis and Report Preparation
Analyze highly confidential information as needed
Create presentations, charts and spreadsheets for meetings.
Knowledge, Skills and Abilities :
1. Education level and / or relevant experience(s)
Secretarial School, BA / BS degree or equivalent work experience.
3 to 5 years of administrative assistant experience
2. Knowledge and skills(general and technical)
Must be detailed oriented.
Demonstrated ability to work with clients and senior management.
Outstanding communication skills with employees at all levels.
Ability to organize, set priorities, and multitask.
Advanced PC skills using MS Word, Excel, Access, Lotus Notes.
Ability to perform long-range tasks while experiencing short-term interruptions.
Ability to discretely handle sensitive and confidential material.
Ability to use tact and good judgment in confidential situations.
Must enjoy a consistently fast-paced and challenging work atmosphere.