Executive Assistant to Co-Heads of Client Coverage & Corporate Finance Europe

Purpose:

Executive Management to Co-Heads

• Extensive diary management – identifying and understanding priorities for and proactively managing scheduling conflicts for Co-Heads
• Email priority management – identifying and raising issues for internal and external emails received
• Travel itinerary management
• Provide a professional link with key stakeholders across the organisation.
• Meeting Coordination - booking rooms / refreshments / transport
• Minute taking/agenda drafting where necessary.

Senior Manager Certification Regime reporting

• Provide support to the Senior Manager with updating documents relating to SMCR to update and submit amendments to SMCR Consultant
• Coordination of monthly updates with SMCR Consultant

Expense management

• Ensuring that the expenses process is followed by all staff within the teams
• Act as contact point for all queries from vendors
• Ensure the G&E register is completed where necessary by the team member responsible for the expense

Domestic and International Travel Booking

• Ensure travel policy guidelines and required approvals are followed by staff travelling on business
• Advise on cross-border policy and reporting/approval guidelines
• Contact with Overseas offices to ensure compliance within travel guidelines and bank policies
• Book appropriate travel with approved travel supplier and appropriate record keeping

New Joiner co-ordination

• Assist with setting up new starters (Direct reports to Co-Heads) including corporate credit cards (where necessary), business cards and other requests
• Completion of new starter/leaver checklists for timely return to People & Culture team

Team Support

• Ad hoc events booking and relevant cost management and co-ordination.
• Managing budgets and cost allocation of events as directed by Co-Heads
• Liaising with the Marketing and Communications Manager for Europe
• Various ad hoc tasks/projects as appropriate
• Visitor passes and coordination of itineraries for overseas NAB Executives
• Assisting with production of presentations

Core Responsibilities

• Executive Management
• SMCR reporting
• General Administration support

Success

• Management of workload for Co-Heads
• Stakeholder engagement feedback

KPIs

• Diary up to date with no issues
• Executive mailbox management
• Positive stakeholder feedback

The Person:

Critical experience:

• Executive Assistant experience
• Excellent interpersonal skills
• Superior organisational skills

Qualifications

• Degree level educational qualification or relevant experience

Core skills & Capabilities

Behavioral Competencies:

• Assertive, but calm nature
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Engaged
• Delivery focused
• Experience in managing multiple priorities, administrative coordination, and logistics

Technical Skills:

• Microsoft Office subject matter expert (Powerpoint, Excel, Word, Co-Pilot)