Business Assistant - Madrid, España - BNP Paribas

BNP Paribas

Empresa verificada

Madrid, España

hace 1 semana

Publicado por:

Isabel García

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Descripción

PURPOSE:

The purpose of the role is to provide comprehensive administrative and business support to the senior management based in Madrid.

The position is to bring a qualitative support lighted by a solid business and organisation awareness.

This mission is not only about execution but proposing solutions in order to effectively relieve the workload of the global and local management teams.

MISSION:

Personal Assistant to the CD General Manager and the Location Manager, organising & coordinating their Personal Agenda
Administrative assistant for the department

, in particular arranging travels for some staff and managing expenses and invoices and all administrative requests

Organise meetings and events
Support marketing and communication preparing presentation and ensuring logistics
Responsible for all Administrative procedures (Definition, Regular reviews and controls)
Full back up of the other assistant in the Madrid office
Manage logistics and facilitate department functioning
Ad hoc tasks as requested and agreed by line manager

ACTIVITIES:

The type of activities assigned will be:

Personal Assistant to the CD General Manager and the Location Manager, organising & coordinating their Personal Agenda
Calendar management and meeting scheduling with strong support in agenda management by anticipation, global awareness of the business to proactively manage priorities, propose delegations and design effective solutions
Organise & follow up of the Global Agenda for BP2S Madrid
Organise and follow up of CD Support Management Office
Administrative assistant for the department
Arrange travels for some staff (flights, currencies, hotels ) and management of its expenses. Ensure that global policy of the group and / or BP2S is followed.
Manage efficient arrival of new comers, ensuring facilities requests, and full set up ready for new comers' arrival in collaboration with HR and technical teams.
Manage all administrative requests such as Invoices, letters, prints and sending
Organise meetings and events
Organise Internal meetings: BP2S management and Managers in general upon request
Organise External meetings with clients, including events in general, its corresponding logistic linked to it (arrangements for rooms reservations, breakfast, lunches, taxis, etc.)
Organise regular events and seminars (breakfast with employees, locations road-shows, budget meetings, new comers, etc.)
Ensure effective interaction with clients and visitors to the office, ensuring the portrayal of a quality image of the organisation to external parties.
Organise seminars and trainings for BP2S in Madrid and abroad
Marketing and communication support
Support in client files (ensure KYC database is in line with physical archive (storage place), and others to coordinate with person from coverage team in charge)
Preparing presentations, printing and binding documents for meetings (internal, clients )
Preparing communication for internal or external stakeholders based on business awareness and information provided in close collaboration with local and central communication teams when required-
Possible update and support to Client Development in standard user guides, market descriptions, SLD, all relevant marketing documents used by the Coverage team.
Punctual internal marketing documents
Marketing and communication support

in close coordination with the person in charge.

Responsible for all Administrative procedures (Definition, Regular reviews and controls)
Write the Administrative procedures linked to the global and local administrative activities
Define and implement the validation process
Manage the regular review
Ensure the controls defined in each procedure
Manage logistics and facilitate department functioning
Full back up of the other assistant in the Madrid office
Target days holidays facilities coordinator for the Global and local management teams
Support bigger events like Tennis, football (including database), Commercial Convention of the territory.
Give support to the staff with useful information, orientation, or administrative set up and sharing knowledge of BP2S administrative items and the Group.
Responsible for the well-functioning of facilities/suppliers (printers, light supplier, etc.) in coordination with general services of the group (this requires that she/he attends staff requests; suggesting improvements and changes when necessary).

SKILLS EXPECTED:

Personnal skills