Company purpose:
Our company purpose is to contribute to a responsible and sustainable economy by financing and advising clients according to the highest ethical standards.
Our employer promise is built around three pillars:
• Being a great place to work
• Committed to sustainability and having a positive impact
• Being dedicated to the development of our people
Business area
BNP Paribas’ Global Markets business offers a broad range of products and services in the global interest rates, credit, currency, equities & commodity markets. Global Markets help their franchise of clients find effective ways to raise and invest capital as well as manage their exposure to risk. Their client base comprises of hundreds of corporations, institutional investors, banks, governments and supranational organisations.
Global Markets has the scale and reach to conduct business anywhere in the world and deliver products denominated in almost all of the world’s currencies.
This role sits within the Administration team, which provides support across all business areas within UK Global Markets.
Job purpose
To provide seamless administrative and secretarial support to dedicated Executive Managers including diary and inbox management, where applicable.
Key responsibilities
• Extensive inbox (where applicable) and diary management to allocated Senior Executives ; Act as gate keeper, maintain, organise and plan ahead to ensure the smooth running of day to day
• Pay attention to any changes or amendment of schedule and make sure your Executive is informed in a timely manner.
• Leverage your knowledge/experiences to take initiative in better organising the diary and plan/think ahead in advance to avoid delay/ issues.
• Be ready to question meeting to organize and raise alternative ideas proactively when appropriate
• Working closely with Chief of Staff or COO to manage effectively the diary of the Senior Executive
• Coordinating with other Exec assistants internal and externally, to effectively management whereabouts and to provide seamless cover at all times
• Organization of meetings including documentation preparation and invitations
• Arrange weekly management meeting: prepare agenda and distribute via email/SharePoint
• Manage and filter all incoming calls
• Coordination of conference calls (internal and external) and appropriate meeting room bookings in accordance with internal systems
• Manage extensive Business trips including travel itineraries, with limited support and visa requirements by following the bank policies and procedure
• Proactively anticipate and organise internal and external meetings while your Executives are travelling
• Organise in coordination with the Marketing and Event Team seminars, conferences, gathering for your Senior Executive
• Anticipate and understand the needs of your Managers
• Ensure all expenses has been processed following the Group procedure
• Proactively organise renewal of Business Card, Corporate credit card, visa and any other item that are necessary for your Senior Executives
• Update proactively your Executives diary with relevant information (International bank holiday, school holiday, direct report leaves, etc)
• Ensure GIOA are raised in a timely manner
• Greeting clients
• Have an excellent understanding of the organisation
• General Services management
• Including but not limited to photocopying, filing and archiving, scanning, ordering magazines, stationery, payment of invoices, arranging couriers, business cards, managing DL etc.
• Other ad-hoc tasks requested by Senior Executives
Additional Support:
• Providing support in more strategic tasks such as project management
• Handling confidential information
• Making high level decision in the absence of your Senior Executive
• Providing seamless cover for other assistants during lunchtimes and covering telephone lines as and when necessary – taking messages accordingly
• Providing seamless cover for other assistants during holidays and sickness absence
• Close collaboration with the other assistants to ensure a consistent and streamlined service is provided across all teams and globally.
• Organising your cover during your absence to ensure business continuity, by using One-Note
• Making sure to be available during working hours.
• Actively participating as a team player (participating and attending Team meetings)
• Providing support to the less experienced Executive assistant.
• Creating and Managing Distribution List
• Creating and Managing Org Chart
• Providing support to the less experienced Executive assistant.
• Minutes Taker
Requirements
EXPERIENCE
• Prior extensive experience as an Executive Assistant to Senior Executives preferably within the financial industry
• Experience supporting multiple Senior Executive at the same time, preferably
• 10 years’ experience in the similar role
COMPETENCIES:
Behaviour Skills (Expert Level)
Organizations skills:
• Can identify the different tasks that need to be completed and prioritises them, based on their importance and urgency and on objectives defined. Applies an organised and methodical approach to work.
• Coordinates with team members to set their priorities, understand their constraints and ensure that actions are consistent.
• If relevant, delegates within a clear and structured framework.
Communication skills - oral & written:
• Is an effective communicator, who can deliver complex and clear information or messages, both oral or written
• Can adapt the message appropriately according to the communication modes & referential systems of the audience/target, in a balanced and timely manner and in line with business/strategic interests. Escalating issues as necessary.
• Uses non verbal communication where appropriate.
• Is able to balance listening and talking to foster a productive dialogue.
Ability to collaborate / Teamwork:
• Proactively shares ideas, insights, knowledge and relevant information with people they work with (including manager and team members).
• Facilitates cooperation and interactions, within and beyond the team, on transversal projects whilst acknowledging the benefit of differing viewpoints and ways of working.
• Alerts about risks and areas of concern and is able to formalise them.
• Creates a positive working environment. Respects, understands and seeks to accommodate the thoughts, feelings and concerns of others.
Attention to detail / rigor:
• Is detail oriented and thoroughly reviews documents and information.
• Adheres to deadlines according to established procedures/rules. Accurately follows processes required in their work.
Transversal Skills (Advanced Level)
Ability to develop and leverage networks:
• Able to develop and proactively maintain a broad network of relationships within, as well as outside, the company - both within the industry and beyond. Is able to easily and quickly identify people to contact to deal with a wide range of topics.
Business Skills:
Administrative Management
• Knowledge of administrative management techniques
• Knowledge of technical secretariat services
General Services
• Knowledge of general services
• Ability to welcome visitors
• Acts discreetly and respect confidentiality
Transaction processing and data capture
• Ability to follow processes on transactions and ensure rigorous and reliable data capture
Global knowledge of the organization of the BNP Paribas Group
Conduct
• Corporate role model, integrity & ethics - Acts with discipline and high ethical standards
• Be a role model, supporting and fostering a culture of good Conduct
• Demonstrate proactivity, transparency, and accountability for identifying and managing conduct risks
• Consider the implications of your actions on colleagues, partners and clients before making decisions, and escalate issues to your manager when unsure
Business risk
• Demonstrates a good awareness of risk and fundamental risk concepts. Always considers risk in his/her daily activities and abides by the Key Front Officer Responsibilities and Guidelines. Understands the market, credit, operational, compliance, legal, regulatory and reputational risks of transactions he/ she managers.
• Disciplined attitude to active risk management skills.
Market, Product & Business
• Is genuinely interested in financial markets and continually learning and staying abreast of new developments. Evidences a good appreciation of economics and market dynamics, with enough understanding to present views on market conditions and trends
PERSONAL SKILLS (Advanced Level):
Diligence
• Displays dedication & prioritises problems by considering the impact on the business; identifies quick-wins
Resilience
• Stays calm and positive, controls his/her emotions in conflict or any situation of intense stress (due to market, time or client pressure).
• Ability to undertake a number of issues simultaneously is essential as well as the ability to work under considerable pressure
• Passion, tenacity and resilience in an ever changing environment
Innovation
• Thinks laterally to identify other sources of useful information and sees ways around obstacles and barriers.
• to proactively follow-up on manageable actions points from meetings/emails to ease the pressure on Senior Executives
• Excellent time management skills
Methodologies / tools:
• Advanced MS office proficiency (including Microsoft PowerPoint, Excel and Word).
• Excellent level using Outlook
And of course, we expect all our colleagues to embody and practice the Group values (alignment with the Bank’s strategy, commitment, work ethic, integrity and Code of Conduct).
A bit more about why you should join us
1. We’re a great place to work
We aim for optimal work/life balance (depending on role, this includes hybrid working, flexible working and agile)
We are proud of our award-winning flexible benefits and health & wellbeing strategy. Our flexible benefits include:
• Generous holiday allowance of at least 26 days (plus bank holidays) – with option to buy and sell holidays.
• Valuable financial plans – a 12% non-contributory pension which has been moved to sustainable investments*, life assurance*, income protection and personal accident insurance.
• Extensive wellbeing and mental health offering – one of the most advanced private medical schemes in the UK, dental cover, wellbeing app, Cognitive Behavioural Therapy support, subsidised gym memberships, bespoke health assessments including genetic testing, Private GP (including digital GP services to parents of employees), Employee Assistance Programme, menopause & fertility support (we are an accredited Menopause Friendly Employer), neurodiversity assessment and support.
• Key onsite services and facilities in London – include physiotherapy, nutrition, massage therapy, physiology, mental health first aiders, seasonal flu vaccinations and free onsite fitness centre.
• Plus, emergency back-up care for dependants, green car leasing, season ticket loan, and a range of other benefits.
* Subject to relevant caps
2. As the eurozone’s largest bank, we are committed to having a positive impact in the world.
For example, we are committed to Net Zero in all of our financing and investment portfolios by 2050. By 2030, 80% of our energy production financing will be low carbon.
But impact for us means more than climate. It means empowering our people every day. Everyone gets four volunteering days each year - in 2023, we achieved over 18,000 hours of volunteering across the UK and reaching over 4,500 young people.
3. We believe in our people
We support our people to develop skills to adapt to the ever-evolving world of work and to prepare for the jobs of today and tomorrow. We do this through a comprehensive training offering, talent programmes, mentoring, career days and inhouse career tools.
We are proud of the number of our people who progress and secure new roles internally. In fact, in 2023, nearly half of our positions in UK CIB were filled internally.
Investing in our people also means we have a collaborative and inclusive culture:
• Direct feedback from our people shows that our internal culture sets us apart from our industry peers.
• Each year, nearly 30,000 employees globally are involved in professional networks that play an active role in promoting Diversity and Inclusion within the Group. These include our:
Pride Network, Ability Network (which supports disabled employees), MixCity (gender equality network), Women in Global Markets, Women in Global Banking, Women in IT, Diversity Equity & Inclusion in Technology, Early Careers Network, Multicultural Network and Parents & Carers Network.
Equal opportunities
BNP Paribas is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to age, disability, gender reassignment, marriage or civil partnership status, pregnancy and maternity, race, religion or belief, sex or sexual orientation, or any other legally protected status.
Adjustments
We don’t want anyone to be disadvantaged in our recruitment processes, so if you have a disability or health condition which may mean that you’d benefit from some adjustments or additional support, please let us know as early in the process as possible.
#LI-Onsite
