Executive Assistant

5 months ago

Sydney, Australia BNP Paribas Full time

As the leading European Union bank, and one of the world’s largest financial institutions with an uninterrupted presence in the region since 1860, BNP Paribas offers a wide range of financial services for corporate, institutional and private investors spanning corporate and institutional banking, wealth management, asset management and insurance.

We passionately embrace diversity and are committed to fostering an inclusive workplace where all employees are valued and encourage applicants of all backgrounds, including diversity of origin, age, gender, sexual orientation, gender identity, religion applicants who may be living with a disability. We have a number of internal employee networks in place to empower our staff to act and challenge the status quo.
- BNP Paribas PRIDE is highly active in favour of the LGBTQIA+ community
- BNP Paribas MixCity which fosters better representation of women at all levels of the organization
- Ability, the mutual aid network for employees with a disability or a disabling or chronic illness
- BNP Paribas CulturAll which celebrates diverse backgrounds

BNP is committed to financing a carbon-neutral economy by 2050. The Group is a founding member of the Net-Zero Banking Alliance and has set up its own Low Carbon Transition Group to support its clients through their energy transitions.

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Award Obtained
BNPP has won Top employer Europe award in a 10th consecutive year

**POSITION PURPOSE**:
The role of Executive Assistant is to provide high quality support to the Head of Securities Services and the broader team in order to help the organization function efficiently.

**What will you be doing?**

Personal administration for Business Line/ Functional Head/s

Screening, answering phone calls and relaying messages

Arrange meetings/appointments/calls locally, regionally, globally as required including set up and co-ordination video and audio conferences as required.

Arrange international visitor schedules including liaison with relevant business heads / managers and support or arrange senior executive’s visits and schedules to Australia.

Prepare meeting papers and documents - including collation of power point presentations, documents sent for reading prior to meetings, prior minutes, reports etc. as required.

Minute taking at meetings and distribution of minutes to relevant parties.

Reconcile / Preparation of expense forms including AMEX statements and track expenses as required.

Domestic and International Travel arrangements including flights, accommodation, visas, transit etc.

Co-ordinate general excel and word administration, including updating of non-core Business work, letter preparation etc.

Manage corporate gifts and Christmas card lists.

Co-ordination of organisational charts as relevant to individual team or BPSS overall as relevant.

Manage the new starter process, including liaison with HR, ensuring system access has been requested by managers, training plans completed by managers, desk / computer co-ordinated etc

Event organising e.g. Team activities, off sites etc. as required. Assistance with organisation of internal training and or workshops.

Arrange international visitor schedules including liaison with relevant business heads / managers and

Support or arrange senior executive’s visits and schedules to Australia.

Coverage / support to other EA/Admin staff during absences/ leave.

Administration

Stationary management including gaining relevant approval from management.

Order general kitchen supplies for operations group

Issue Cabcharge vouchers

Compile and/or collate reports

Photocopying, binding and manual filing.

Control archiving process and assist teams in archiving of their records

Review all printers, faxes and general office equipment, regular stocktake and ordering of supplies and co-ordinate service requirements.

Be the point person for any churn information required by facilities

Submit and monitor attendance sheets for the relevant teams/groups

Co-ordinate and administer the set up and maintenance of staff development plans, training plans and skills Matrix once managers’ provide the data to populate (as required).

Assistance in the day to day management of the office

What is required for you to succeed?

Strong prior experience as EA/ Administration Assistant - financial services industry experience is desirable but no necessary

Higher School Certificate or Equivalent

Business Administration qualification desirable

**PRIMARY LOCATION**

**AU-NSW-Sydney**

**JOB TYPE**

**Standard / Permanent**

**JOB**

**SECURITY OR FACILITIES MANAGEMENT**

**EDUCATION LEVEL**

**Bachelor Degree or equivalent (>= 3 years)**

**EXPERIENCE LEVEL**

**At least 3 years**

**REFERENCE**

**MAN000155**

**APPLY**

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