Office/event Assistant

Our client, active in the financial sector, is looking for a Office/Event assistant. In this role, you will be responsible for providing comprehensive administrative support to Client Relationships Managers and for successfully servicing clients. The duties and responsibilities are very broad and will also evolve with time!

Description

Administration and secretarial responsibilities

• Managing calendar with an understanding of business priorities to offer alternatives, tradeoffs and consideration of the most efficient use of CRM’s time.
• Managing and screening all calls and mail,
• Developing working relationships with clients, other CRM’s and other members of staff.
• Welcoming visitors
• Coordinating room reservations and logistics
• Maintains active communication to ensure adequate service level
• Organizing and maintaining filing system
• Handling incoming and outgoing mail as well as e-mails
• Preparing PowerPoint presentations
• Managing the client database (CRM Microsoft Dynamics) : creation, update, following strictly the internal authorization procedures

Back office responsibilities

• Bank account openings in coordination with the Compliance Officer
• Input and Follow up of financial orders and investments (in TreeTop Funds), handling all the administrative duties
• Preparing dashboards, reports, studies

Event responsibilities

• Coordinating room reservations and logistics
• Event support : sending invitations, handling the list of participants, being present during events
• Managing the client database (CRM Microsoft Dynamics) : creation and follow up of events, following strictly the internal authorization procedures
• Organize and maintain contacts re. catering, maintenance, cleaning lady, …

Profile

• Ideally : secretarial degree/certificate, at least five years progressive secretarial experience (partly in a professional services firm preferred)
• Excellent written and spoken Dutch and good knowledge of French and English
• Superior administrative skills
• Having an affinity with numbers
• Superior communication skills, informally within the firm and with clients. Deal well with ambiguity
• Ability to comprehend both the context and specifics in problem-solving situations
• Organization and time management capabilities
• Prioritization of multiples tasks with long- and short-term response requirements
• Excellent detail orientation and accuracy
• Ability to contribute and work cohesively in a strong team playing environment
• Competent and professional bearing towards clients and colleagues
• Service-oriented and proactive, self-starting attitude
• Independent and structured work style; Effectiveness in priority setting and coordinating workload, ability to meet deadlines
• Ability to work under occasional stress
• Flexibility and responsiveness, maturity, reliability and absolute trustworthiness
• Dedication and motivation
• Appropriate treatment of confidential information

Offer

Our client offers you:

• A permanent contract with an attractive salary package
• The opportunity to work in a very pleasant environment