Administrative Assistant (Central Treasury)

recruiting assistant in Central Treasury Team

Under broad supervision of the VP Treasury & Financing assistant the purpose of the job is to perform managerial administration and coordination work to assist of all activities of the Treasury & Financing team.

This includes supporting the management team and executing administrative tasks as well as ad-hoc business support with competent, dynamic and friendly skills. A wide-ranging and responsible role requiring strong administrative‚ IT‚ organizational and communication skills and a proactive 'can-do’ attitude.

Accountabilities and authorities:

• Act as the point of contact for the Treasury & Financing team
• Work under the supervision of the VP Treasury & Financing assistant
• Undertake the tasks of receiving calls, taking messages and routing correspondence
• Produce reports, presentations and briefs
• Attend internal meetings, taking minutes & following up action plans
• Handle requests and queries appropriately
• Maintain professional agenda, arrange meetings and appointments and provide reminders
• Develop and carry out an efficient documentation and filing system
• Travel management: Creation and end to-end management of all travels in relation with the travel agency and management of VISA processes and expense claims for the Treasury management team
• Follow-up of travel expenses re-invoicing on projects when required
• Take charge of all Purchase Request linked to IT / office supplies needs for the Treasury management team as well as all FMAO issues encountered in the office, using e-Pass or other Group authorized platforms, following purchase orders and goods reception
• Invoice management: manage Suppliers creation, purchase Orders creation and follow-up with suppliers and accounting department with managing expenses
• Supporting logistics organization for Treasury seminars
• Organization of interviews for new joiners, including interns, preparation of arrival of those new joiners in the team, with anticipation of IT needs, badges and organization of induction sessions
• Maintain communication using all channels available: Chatter, Teams, share point with and for the Treasury Communit, when instructions are up-dated, changes in the organization are announced, events are collectively organized
• Act as a back-up for the assistant to the Head of Treasury & Financing, when on leave notably

Performance measurements:   

• Service delivery accuracy, robustness, timeliness
• Efficiency of logistics management
• Clear communication (written & verbal)

Experience required :

• 2-5+ years’ related to an executive administrative assistant, senior executive assistant or in other secretarial position
• Proficiency in MS Office with expertise in Word, PowerPoint and Excel
• Confirmed experience in verbal and written business correspondence in both French and English
• Full comprehension of office management systems and procedures
• Knowledge of finance and SAP would be a plus 

Competencies & Skills 

• Excellent problem solving, critical thinking and communication skills
• Proactive and efficient responses to pressing issues and challenges
• Exemplary planning and time management skills
• Ability to multitask and prioritize daily workload
• Excellent organization & planning capabilities
• Discretion and Confidentiality
• Knowledge of communication tools (Skype for Business, WebEx)
• Strong interpersonal skills

Position reporting to Corporate Treasury Director, under supervision of VP Treasury and Financing assistant