Senior Corporate Administrator

  • Location

    Brussels, Belgium

  • Sector:

    Banking & Financial Services

  • Job type:

    Permanent

  • Salary:

    Negotiable

  • Contact:

    Lex Pluijmers

  • Contact email:

    lexpluijmers@taylorroot.com

  • Job ref:

    1185062_1584704293

  • Published:

    15 days ago

  • Expiry date:

    2020-03-19

  • Startdate:

    ASAP

  • Consultant:

    #

For our client, a global financial services company and a leading provider of financial services, we are currently on the lookout for a Senior Corporate Administrator to assist the Company Secretary's office.


About the role:

The Senior Corporate Administrator is a key role in working in the Company Secretary team, located in Brussels. In this role you will provide a high level of professional secretarial and administration support to the Company Secretary's department.

Your tasks and responsibilities will include:

  • Assist the Company Secretary in organising Board, Executive Committee and other Committee meetings
  • Organising supportive documentation for Board and Committees meetings and uploading it on Board portal
  • Maintaining portal for Board and Committees documentation
  • Sending agenda and invitations to Board and Committees meetings and providing appropriate follow-up
  • Preparing and maintaining the timetable of corporate secretariat filings
  • Managing the housekeeping and coordinating with the local teams in the foreign branches.
  • Complete company's filing and publication formalities
  • Updating and maintaining Authorised Signatory Lists
  • To support departmental requests made by the Legal Chief Administrative Officer ("CAO").
  • To ensure that clients (internal and external) are dealt with efficiently and politely.
  • To assist in the management of outside counsel payment arrangements in accordance with Legal Department approved practice.

Next to the above, you will also assist in general secretarial/administrative tasks, including:

  • Diary management using Outlook.
  • Setting up video/webex/conference calls.
  • Booking of training, conferences and seminars.
  • Travel arrangements, including production of detailed itineraries.
  • Preparing and processing expenses.
  • Dealing with IT and Facilities as required (procuring equipment, investigating IT issues, new starter setups etc).
  • Organisation and storage of electronic and paper records associated with the role.
  • Assisting in compiling MI reports.
  • Processing and filing of invoices
  • Organising department's filing and archiving
  • Meeting and greeting visitors
  • Scanning of documentation to hold on computer system
  • Cooperating with other admins in CoSec/Legal department

You will also assist in secreterial tasks, for instance:

  • Creation of a wide range of documents including contracts, presentations, agreements, reports, proposals, meeting agendas and other documents, using Word, PowerPoint and Excel.
  • Assisting with production of papers for internal and external use (printing, photocopying, binding and delivery to clients).
  • Proof reading and where appropriate commenting on and/or reviewing letters and documents.
  • Dealing with routine correspondence (telephone, written, fax, email) and referring to other staff as appropriate.
  • Supporting management of Outside Counsel billing queue.
  • Organising and maintaining law libraries, know-how, documents and case files.
  • Maintaining training and absence records as required.

About you:

  • An administrative management degree
  • At least 5 years of experience of administrative work in a corporate secretariat of an international company (alternatively, in a legal department or an international law firm)
  • Proven administrative, secretarial, document production and PA experience, along with advanced knowledge of MS Office packages, especially Word, Power Point and Excel.
  • Candidate should be proficient in spoken & written English and French. Dutch is also desirable
  • The successful candidate should be organised, efficient and capable of working to instructions with minimum supervision.

Contact:

For more information or to apply, please contact Lex Pluijmers on +31 6 12180852 or email lexpluijmers@taylorroot.com

The SR Group (UK) Limited is acting as an Employment Agency in relation to this vacancy.

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