Executive Assistant to Department Head

About the role

The position supports the Department Head of a prominent international financial institution, handling complex and confidential administrative tasks and ensuring smooth information flow within the department.

Key responsibilities

• Serve as primary liaison for the Department Head on internal and external matters, managing confidential issues.
• Screen, distribute, and prioritize incoming documents and correspondence; schedule appointments and organise complex meetings.
• Maintain the Department Head’s agenda, follow‑up on managerial decisions and action plans, and manage electronic and paper filing systems.
• Draft, edit, and finalise correspondence and documents requiring approval, and attend meetings as needed.
• Coordinate with other secretariats, provide guidance on administrative procedures, and suggest process improvements.
• Act as backup for the DG’s secretariat and assist in managing Governing Bodies action points via dedicated IT tools.

Required profile

• Secondary education with a 2‑year certification in a relevant field (e.g., secretarial studies, business administration).
• Minimum 5 years of relevant professional experience, preferably in an administrative environment.
• Strong customer orientation and mandatory confidentiality.
• Excellent written and oral command of English and French; additional EU language is a plus.

Required skills

• Proficient use of Microsoft Office tools: Word, Excel, PowerPoint.