Administrative Assistant Administrative Assistant …

BNP Paribas
in New York, NY, United States
Permanent, Full time
Be the first to apply
Competitive
BNP Paribas
in New York, NY, United States
Permanent, Full time
Be the first to apply
Competitive
Administrative Assistant
About BNP Paribas:
BNP Paribas is a leading bank in Europe with an international reach. It has a presence in 72 countries, with more than 202,600 employees, of which almost 155,000 in Europe. The Group has key positions in its three main activities: Domestic Markets and International Financial Services (whose retail-banking networks and financial services are covered by Retail Banking & Services) and Corporate & Institutional Banking, which serves two client franchises: corporate clients and institutional investors. The Group helps all its clients (individuals, community associations, entrepreneurs, SMEs, corporates and institutional clients) to realize their projects through solutions spanning financing, investment, savings and protection insurance.

In Europe, the Group has four domestic markets (Belgium, France, Italy and Luxembourg) and BNP Paribas Personal Finance is the European leader in consumer lending.

BNP Paribas is rolling out its integrated retail-banking model in Mediterranean countries, in Turkey, in Eastern Europe and a large network in the western part of the United States. In its Corporate & Institutional Banking and International Financial Services activities, BNP Paribas also enjoys top positions in Europe, a strong presence in the Americas as well as a solid and fast-growing business in Asia-Pacific.

www.cib.bnpparibas.com


Business Overview:
BNP Paribas' Global Markets business offers a broad range of products and services in the global interest rate, credit , currency, equities & commodity markets. Global Markets help their franchise of clients find effective ways to raise and invest capital as well as manage their exposure to risk. Their client base comprises of hundreds of corporations, institutional investors, banks, governments and supranational organizations.

Global Markets Americas has undertaken an initiative to increase the efficiency of its Front Office staff by reorganizing their administrative professionals and expanding their mandate. To create a strong administrative support model while providing increased levels of service to all Front Office staff, we've pooled our administrative staff to create a unified Platform Services Team ("PST").

PST has two mandates: (i) office and administrative support for all Global Markets Americas Front Office staff; and (ii) management FO employee experience tasks related to new hire onboarding, internal transfers and separations. This work includes user access management and oversight of the related end-to-end process improvements.

Daily tasks related to administration and office management include, but are not limited to: travel and expense management, cost control implementation, acting as SPOC for visiting employees, TOMNET management, new hire on-boarding, room bookings, presentation assistance, invoicing, Business Continuity Planning, calendar and meeting management for Executive Clients, Priority Clients, organization of policies and procedures, expense reporting, client entertainment reporting, FINRA reporting, Facilities coordination, and Premises management.

The current role is for an Administrative Assistant who will report into the Head of Platform Services Team, Administration & Office Management manager while supporting priority clients and Global Markets Front Office personnel. Our Administrative Assistants are expected to partner and coordinate with other assistants in the team to ensure seamless coverage is provided to all of our staff.


Responsibilities:
  • Calendar Management - complex agenda and setting of meetings across all time zones
  • Schedule and track client meetings and support, including Board and Regulatory meetings
  • Domestic and International Travel arrangements; expense claims, expedited travel services
  • Coordinate webcasts, video and telepresence conferences as needed
  • Preparation and coordination of departmental meetings and Town Halls.
  • Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements.
  • Managing logistics for visitors
  • Assist with the onboarding process of new hires and transfer candidates.
  • Ordering, replenishment, arrangement and distribution of departmental supplies.
  • Management of incoming and outgoing phone calls and communications
  • Maintain current e-mail distribution lists in Outlook
  • Modification and distribution of departmental reports.
  • Completion of any reasonable projects or tasks, as requested by management.
  • An Administrative Assistant will make use of several application systems including:
  • ivalua - Supplies and IT Procurement.
  • My IT / SailPoint - Request management tool for IT application security activities.
  • Concur - Travel scheduling and expense reporting.
  • Tom Net and Clock Net - Staff attendance and work hours tracking.
  • FedEx Online - Express mail labeling and postage.
  • Microsoft Outlook
  • Microsoft Office Suite
  • Tableau
  • Administrative Assistants are expected to partner and coordinate with other assistants in the team to ensure seamless support coverage is provided to all of our Global Markets Front Office Staff. This includes but not limited to providing coverage to Executives which are not their normal priority while other assistants are off-desk.


Qualifications
Minimum Required Qualifications
  • Education and Experience : Bachelor's degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services . 6-10yrs of proven experience as an Administrative Assistant, supporting Department Heads or C-level executives, within a financial institution.
  • Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies.
  • Technical Skills : Competent in Word, PowerPoint and Excel. Extremely competent in Microsoft Outlook
  • Administrative Skills : executive level calendar management, meeting management, time management, strategic planning of tasks, complex travel management, expense processing, phone management, client handling and event planning.

Preferred Qualifications:
  • Exceptional communication and interpersonal skills : A good candidate will be an active listener and clear communicator, both verbally and in writing. They must communicate pro-actively, anticipating the needs of their managers and escalating issues as necessary - utilizing tact and confidentiality. Be an excellent team player.
  • Excellent organizational skills : Must have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive level employees.
  • Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism
  • Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies.
FINRA Registrations Required: N/A

BNP Paribas is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, color, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, citizenship, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.

Close
Loading...