Executive Assistant to Vp / md

CIBC; Milano; In loco; EUR 40.000 - 60.000; Tempo pieno

Descrizione del lavoro

A leading banking institution seeks an experienced Executive Assistant to provide comprehensive EA and administrative support to ensure smooth operations. Key responsibilities include managing senior management calendars, organizing meetings, and overseeing travel arrangements. Ideal candidates will have advanced proficiency in Outlook and excellent communication skills.

Competenze

• Experience in Banking or Financial Services is advantageous.
• Ability to work independently and as part of a team.
• Maintain confidentiality and discretion.

Mansioni

• Provide full EA and general administration support to ensure smooth day-to-day operations.
• Manage extensive calendars for senior management.
• Organise internal and external meetings and client events.

Conoscenze

Advanced proficiency in Outlook

Strong attention to detail

Excellent communication skills

Excellent prioritization skills

Strumenti

Microsoft PowerPoint

Microsoft Excel

PeopleSoft

Coupa

Descrizione del lavoro

We’re building a relationship-oriented bank for the modern world. We need talented, passionate professionals who are dedicated to doing what’s right for our clients.

At CIBC, we embrace your strengths and your ambitions, so you are empowered at work. Our team members have what they need to make a meaningful impact and are truly valued for who they are and what they contribute.

Purpose of Job

To provide full EA and general administration support to the Luxembourg office to ensure the smooth day-to-day running of the business.

Main Objectives

1. Organise business travel using the NEO online booking tool for standard / point-to-point journeys. Liaise with American Express over the telephone for more complex / multi-destination bookings. Ensure accuracy, bookings are within policy, check Visa requirements, Covid-19 requirements, and arrange transportation as needed.
2. Prepare and collate complex monthly expense reports to meet Visa deadlines using Coupa, ensuring claims comply with company policies.
3. Manage extensive calendars for senior management including CEO, COO, and Head of Corporate Banking, and other team members as required.
4. Organise internal and external meetings (face-to-face, conference calls, VCR). Liaise with senior clients and management/EAs, often across multiple time zones.
5. Reschedule meetings efficiently, prioritize conflicts, and make decisions on meeting arrangements.
6. Provide all relevant meeting details such as time, location, travel info, and prepare documentation in advance.
7. Add travel bookings to calendars and prepare dashboards, logs, and trackers.
8. Organise client lunches and events according to brief.
9. Cover reception duties, including greeting visitors, managing mail, and maintaining office presence records.
10. Handle physical security tasks such as managing pass cards and key records.
11. Assist with facilities management, including maintaining stationery supplies and supporting HR with ad hoc requests.
12. Prepare documentation for Executive Committee meetings, including agendas, minutes, and packs.
13. Support ALCo meeting preparations.
14. Process invoices and set up new suppliers in Coupa promptly.
15. Translate key correspondence as needed.
16. Support local reporting and projects, collecting and coordinating documentation.
17. Assist new employees with business cards, Coupa access, etc.

Knowledge and Skills Required

• Advanced proficiency in Outlook and Windows; intermediate PowerPoint and Excel.
• Knowledge of Peoplesoft / Coupa is advantageous.
• Strong attention to detail and excellent communication skills (verbal and written).
• Flexible working hours and willingness to work additional hours when necessary.
• Excellent prioritization and organizational skills.
• Ability to work independently and as part of a team.
• Ability to work under pressure, ensuring accuracy and meeting deadlines.
• Maintain confidentiality and discretion at all times.

Preferred Background

• Experience in Banking or Financial Services is advantageous.

Location

Luxembourg, Luxembourg

Additional Information

• You must be legally eligible to work in the specified location and hold a valid work or study permit.

Job Details

• Employment Type: Regular
• Weekly Hours: Not specified