Executive Assistant


 London - Great Britain       Permanent contract        Other job functions

Responsibilities


Description of the Business Line or Department


Our commercial strategy focuses on three main areas:


Summary of the key purposes of the role


Our commercial strategy focuses on three main areas:


  • Ensure growth through our key client segments: KCS (Key Client Segment), FIM (Financial Intermediaries), Core Segment, International and Privilege teams;


  • Tighten our global sales management, notably by combining our indicators by entity and by private banker (AuM, NNMA, NBI, GOI);

  • Anchor our risk culture, conduct, Customer Excellence and the Group values described in the Leadership Model in our sales force on a daily basis



To prioritise for the EXCO/Senior Managers to make the best use of their time by providing them with proactive and reactive assistance and support and to deal with secretarial and administrative tasks as required.


EXCO/ Senior Managers that this role supports:


  • Commercial Director

  • Deputy Commercial Director

  • Head of UK Private Banking


Summary of responsibilities 


  • Deal with high level, confidential and sensitive information on a regular basis and protect the information whilst effectively working in an open plan office.

  • Complex and detailed management of multiple diaries using Outlook (both forward planning and any urgent and ad hoc requests) including the organisation of meetings and appointments, booking of meeting rooms, rescheduling of meetings and appointments to ensure there are no conflicts, to ensure managers’ diaries are always up to date and reflect all meetings which have been accepted or declined, including any last minute or special arrangements.   Examples of meetings include:-

    Internal meetings


  • Regular one to one catch ups with direct reports and internal stakeholders

  • Various committee dates

  • Budget meetings

  • Salary/Bonus meetings

  • Appraisal meetings

  • Staff communications meetings

  • Team meetings

  • Internal auditors

  • Customer Excellence meetings

  • Assisting in drafting agendas

    External meetings including arrangements of catering and IT facilities where required but not limited to;

  • External auditors

  • Regulators e.g. FCA and PRA

  • In house training sessions using external trainers

  • Legal consultants

  • Seminars and conferences

  • CPD events

  • BBA

  • Networking events

  • Third parties associated with mergers and acquisitions

    Audio and video conference calls (including taking account of time differences) with, for example:-

  • Senior Manager matrix reporting lines in Paris

  • Colleagues in Channel Island and Gibraltar offices


  • Arrange and manage travel, hotel and taxi bookings for Senior Managers both in the UK and abroad, to include:-


  • Liaising and booking with Bank’s appointed travel agent by telephone and/or KDS (travel agent’s online booking tool)

  • Liaising and booking directly with travel providers (when permitted as part of the travel policy) including the use of managers’ credit cards, maintaining records of any spending on Manager’s behalf and managing related expense claims

  • Research and comparison of prices, timings, alternative routes, etc

  • Management of their travel authorisation forms

  • Liaise with Finance department to authorise payment of travel invoices

  • Book taxis on request

  • Especially understanding and following exactly the Bank’s travel and expenses policy


  • Liaise and build amiable working relationships with internal and external assistants to ensure straightforward dealings in all aspects of the role

  • Screen telephone calls, enquiries and requests, and handle them when appropriate

  • Deal with correspondence, write letters and emails, take dictation, draft agenda

  • Attend meetings to take minutes, transcribe and draft minutes, circulate minutes for checking, as required

  • Register and book Senior Managers at external conferences and seminars using credit cards, requesting invoices and dealing and managing related expense claims

  • Ensure the managers are well-prepared for meetings, for example: -


  • collect and collate updates from Senior Managers’ direct reports in order to prepare contributions to CEO report for Board

  • manage printing of packs for Senior Managers for attendance at regular key meetings, e.g., EXCO, Board, Risk Committee, Audit Committee, PRF, RRAC, NPC, FORCC, PBC, ALCO, GERC, etc.

  • enter time in diaries for managers to prepare and read relevant documents


  • Deal with incoming email, faxes and post and outgoing email, faxes, post including couriers and special deliveries

  • Produce documents, briefing papers, reports and presentations as required using Word, PowerPoint, Excel, Visio and, on an ad hoc basis, carry out specific projects and research

  • Make decisions and delegate work to others in the managers’ absences

  • Devise and maintain office systems, including data management, filing, etc

  • Administrate and manage expenses for Senior Managers

  • Administrate, manage and seek authorisation from Senior Managers on behalf of remote Credit team based in Channel Islands

  • Administer any ad hoc personal requirements

  • The employee must know and comply with the regulations, rules and procedures, internal and external applicable in the context of its function and follow the compulsory training.

  • Perform all duties in accordance with the principles outlined in the SG Code of Conduct, as well as the policies and procedures relevant to your responsibilities, to ensure that you adhere to a culture that treats clients fairly and focuses on the long-term sustainability of client relationships.


All our positions are open to people with disabilities

Profile Required

Competencies

  • Individual contributor competencies as defined in the SG Leadership Model

  • Core Competencies

  • Professionalism & Enterprise

  • Team Spirit & Collaboration

  • Innovation with Focus

  • Knowledge of business processes, standards, policies and procedures

  • Role Competencies

  • High degree of integrity and discretion

  • Initiative and pro-activity

  • Interpersonal skills

  • Communication (oral/written)

  • Planning and Organising

  • Diary management and prioritisation

  • Analytical skills

  • Reliability

  • Drive

Work experience

  • Significant Experience as an Executive Assistance at Senior Management / Executive Committee level

  • Strong Microsoft office skills


Why Join Us

If you feel you have the required experience and qualifications, then please apply to the SG Resourcing Team, and we will manage your application. At Societe Generale, we believe our people are our strength and are core to the success of our business. As such, we search for, recruit and appoint the best available person on the basis of aptitude and ability, regardless of sex, marital or civil partnership status, race, colour, nationality, ethnic or national origins, pregnancy, disability, age, sexual orientation, religion, belief or gender reassignment


Business Insight

People join for the impact they can have on us. They stay for the impact we have on them. A flatter structure offers visibility and exposure beyond that of our competitors, so you know our names, and we know yours. It's personable, human, and inspires success through passion. By encouraging open mindedness and a willingness to share ideas, we have adapted to market changes and thrived through innovation. Bringing words like “hard work” and “dedication” together with “community” and “respect” has enabled us to work collaboratively and build our future together. We call this Team Spirit and it's what makes us different. It's what makes you different.


Job code: 19000NQV
Business unit: Kleinwort Hambros
Starting date: 04/11/2019
Date of publication: 23/08/2019
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Executive Assistant

Permanent contract   |   London - Great Britain   |   Other job functions