Office Manager and Team Assistant

Office Manager and Team Assistant

AXA Investment Managers

Brussels, Belgium

Job Purpose

Provide administrative support to one or more persons.

Key Accountabilities

• Manage one or more diaries and schedule, plan and coordinate meetings, training and other events as required, including preparation of meeting materials, coordination of logistics, preparation of attendee information and preparation of agenda;
• Support managers of the local Belux office on administrative elements wrt running the local entity;
• Manage regular and ad-hoc committee meetings. Collect and prepare reports as required for use in committee meetings. Take minutes as required. Provide support for power point presentations as and when required;
• Prepare expense claim forms in a timely manner. Prepare purchase orders and arrange receipting once the invoice is due for payment;
• Manage travel arrangements within AXA Travel Policy (including Taxis);
• Arrange for all necessary IT equipment and resolve problems for onboarding new staff members. Take part in business and IT tools administration as and when required;
• Provide ad-hoc support for senior managers and teams on administrative considerations;
• Perform others tasks and projects as assigned from time to time;
• Reinforce sound and effective risk management in line with the Risk and Compliance Objectives & Measures Framework.

Qualifications, Experience/Skills and Key Competencies

Education/Qualifications

• Administrative degree/Secretary diploma or equivalent experience.

Experience

• Experience of working with high volume of work and against tight deadlines;
• A previous experience in a similar role would be greatly beneficial.

Knowledge and Skills

• Superior organisational skills – ability to multi-task effectively and to deal with time pressure;
• Proven ability to effectively coordinate calendars, schedules and meetings;
• Ability to maintain accurate and timely minutes & correspondence;
• Excellent computer skills with various software packages including Outlook, Word, Excel, PowerPoint;
• Excellent communication skills (fluency in English).

Competencies

• Ability to maintain a high degree of confidentiality and professionalism at all times;
• Ability to work autonomously and adapt quickly to changing circumstances;
• Excellent interpersonal skills, good listening skills, capacity to deal with senior management, ability to interact easily inside and outside the firm;
• Team spirit;
• Positive and enthusiastic mind set, with a “can do” attitude;
• Determined to facilitate situations in order to achieve results.

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