Business Support & Client Administration Officer (80%) – Private Banking

Our client is a high-level investment company active in wealth management/private banking.  Their human-sized offices (+/- 15 staff) are centrally located in Brussels and therefore easy to reach by public transport.  They are currently recruiting a diligent individual who will be giving an administrative and commercial support to the Managing Director (French speaking).

Summary of the role:

The role will be a combination of more traditional management assistant tasks (e.g. agenda and meeting management) and more commercial, client-related responsibilities.  The company organises small-scale client events on a regular basis, therefore, there will also be event management responsibilities.  The duties and responsibilities are not exhaustively listed below and could evolve to a role where the job holder will give additional support to 1 or 2 Client Relationship Managers.

Job description:

Management Assistant tasks:

• Agenda management
• Handling incoming and outgoing correspondence
• Organising and preparing internal/external meetings (including catering, logistics, meeting room/external venue reservation, etc.)
• Welcoming visitors, catering for their needs and handling telephone calls
• Preparing mail merges (Word), Excel tables, and creating PowerPoint presentations (punctually)
• Administrative duties: processing expenses, updating CRM system, maintaining filing system, etc.

Commercial/Client-related support:

• Preparing the necessary documents for the opening of accounts, sending documents for approval to the Compliance Department, following-up on the document flow
• Inputting & following-up on orders and investments (in partnership with Client Relationship Manager, Middle Office, Compliance Manager, Banks, …), verifying the correct processing of the transactions, correcting mistakes, etc.
• Calling high profile clients and prospects in order to organise client visits for the private bankers/Client Relationship Managers
• Monitoring and taking corrective actions when sending monthly/quarterly/half-yearly valuations, tailor-made reporting to certain clients
• Preparing commercial meetings, following up the action points
• Filing of all sorts of legal/compliance/financial documents
• Updating databases, searching information on the internet
• Preparing reports and statistics

Event Management responsibilities:

• Helping out with the organisation of events (via the CRM, sending invitations to targeted clients and prospects, making follow-up calls to confirm attendance, etc.)
• Coordinating room reservations and logistics
• Managing the client database (CRM, Microsoft Dynamics): creation and follow-up of events following strictly the internal authorisation procedure)
• Establishing and maintaining contact with suppliers (e.g. catering, hotels & restaurants, maintenance, cleaning)

Profile:

• The ideal candidate holds a relevant Master or Bachelor degree (Office Management, Languages, Communication, Marketing, Business Management, …)
• Perfect French (spoken and written), good knowledge of Dutch, English can be an asset
• Minimum 3-5 years of experience in a business/commercial support role. Previous experience in the finance/banking sector can be a strong asset but is not a necessity.  Previous experience in the service sector (legal, professional services, …) is desirable.
• You are computer literate and possess advanced skills in MS Office (especially on Outlook, Word and Excel), you already worked with 1 or more CRM systems
• You are poised, articulate and can appropriately communicate in a formal environment
• You are commercially-minded and feel comfortable liaising with high-level clients
• You are extremely precise and rigorous, with a genuine eye for detail
• You have an affinity with numbers
• You are a good team player and you have good interpersonal, communication, diplomatic skills
• You are flexible, trustworthy and extremely discrete (you will deal with highly confidential information in this role)
• You are proactive and service oriented with a self-starting attitude
• You are independent and structured and you deal well with tight deadlines

Offer:

• Permanent contract
• Part-time contract (maximum 80-85%, can be less)
• Attractive salary package including extra-legal benefits such as group insurance, a bonus scheme and several benefits in kind
• Extensive training (minimum 3 months) on stock market, financial orders and investments, as well as, on all administrative/legal/compliance/financial procedures to be respected in this role. Therefore, no previous (financial) knowledge is needed to be able to excel in this job!
• Very nice team with highly professional, helpful and motivated colleagues!
• The opportunity to work in a quality oriented, corporate environment and in superb offices in the heart of the business district of Brussels!