Administration Services Assistant

• The Administrative Assistant role is to ensure high-quality support to Executives, Senior Managers and Teams based across BNP Paribas’s locations, in achieving their strategic objectives by dealing with administrative tasks. This role is inserted in a fast-paced environment, where it's expected to come up with innovating solutions that offer a smarter way forward, always operating with a sense of urgency and discipline. Smart Office is a Shared Service Centre dedicated to Administration services. Client relations are at the cornerstone of its strategy, with the primary aim of developing long-term relationships and supporting partners in making the best use of their time by offering them a focus on administrative duties

Your Main Activities Are

• Five full administrative and secretarial support to service partners based locally and/ or onshore, across all locations of BNP Paribas
• Management of daily calendars/ agendas, organizing meetings with multiple recipients/ stakeholders and booking meeting rooms/ digital and/ or VC calls, ensuring all logistic support
• Manage corporate travel arrangements, including booking of flights, trains, hotels, cars, taxi and others, ensuring a consistent adherence to the appropriate policy according to the entity or location
• Manage out-of-pocket expense claims and invoices, as well as monitoring and controlling of costs resports handled, in a timely and accurate time
• Assistance in tasks falling under the management of access rights, IT support requests and follow-ups, requests linked to applications/ licenses, update of mailing lists and shared mail boxes
• Ensure the administrative follow up on arrival/departure of collaborators, including handling requests of UID’s, IT tools & access badges, as well as directory updates
• Provide co-ordination and support for other Administrative Assistants, including covering for absences/sicknesses
• Other transversal tasks may include: Visa arrangements and liaison with Embassies, business cards demands, document production and editing (in Word or PowerPoint), events organization, catering ordering, document translations and ad-hoc queries and demands.

Profile and Skills to Success

• Ability to collaborate/Teamwork
• Adaptability
• Attention to detail/rigor
• Client focused
• Communication skills - oral & written
• Ability to develop and leverage networks
• English (Fluent), French (Operational)
• MS Office Pack Microsoft Powerpoint
• Outlook

#LI-Hybrid

Why joining BNP Paribas?

· Leading banking institution

· Our presence in Portugal

· International reach

Thanks to its international presence and regular and close collaboration among its different entities, BNP Paribas has the resources to support all clients with financing, investment, savings and protection solutions that help make their projects a success. BNP Paribas holds key positions in its three core operating divisions:

• Retail Banking, a division that brings together all of the Group’s retail activities and specialised business lines;
• Investment & Protection Services that include specialised businesses offering a wide range of savings, investment and protection services;
• Corporate & Institutional Banking division that offers tailored financial solutions for corporate and institutional clients.

· Diversity and Inclusion commitment

· Commitment towards work/life balance

· Remote Working Conditions

* Please note that only applications submitted in English will be considered.

* In case you are selected for this role, further documentation will be requested to support your hiring process.