Personal Assistant to CEO and CEO & Group Head of Trust & Fiduciary Services

Job description

Responsibilities

Description of the business line or department

To aid effective and efficient use of senior management's time by provision of proactive and discreet secretarial and administrative assistance and support.

Summary

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Provision of secretarial and administrative support to senior management

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Coordinate and support other senior management who visit the CI entities

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Interact with all KH/SG entities as required to support line management requirements

Responsibilities

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Complex and detailed management of multiple diaries using Outlook to include an accurate reflection of internal/external meetings, appointments and travel and to ensure appropriate monitoring of status of invites. To additionally ensure appropriate resources are in place and consideration is given to different time zones.

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To arrange internal / external meetings to include, but not exclusively: relevant Committees, teams, 1:1s, evaluation/performance and ad hoc meetings; ensure relevant paperwork/presentations are in place in advance and minutes, where appropriate, are taken to accurately reflect meeting content.

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To ensure that relevant CPD records are maintained for line management

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Use of Microsoft Office suite (Word, Excel, PowerPoint); Visio, in-house and any other relevant software, to produce documents including correspondence, briefing papers, reports and presentations, and minutes.

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To act as minute taker for meetings as required. Ensure records accurately reflect meeting content and that Minutes are circulated for review as appropriate.

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Prioritise workload, screening telephone calls, enquiries and requests and dealing with as appropriate.

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Deal with high level, confidential and sensitive information with integrity and in accordance with corporate policies.

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Proactive management of internal/external email and post for line management, screening and answering telephone calls and dealing with all queries as appropriate. This may include replying on behalf of line management

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Arrange and manage travel, hotel and taxi bookings in accordance with policy, including; ensuring appropriate authorisations are in place.

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Preparation and submission of expense and entertainment claims in accordance with corporate policy and ensuring the same are processed in a timely manner.

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Liaise with internal contacts to obtain relevant and meaningful MI.

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Liaise and build positive working relationships with internal and external contacts.

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Assist with projects as required.

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To be delegated tasks from time to time including AMS in absence of manager.

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Ensure cover is organised during absences, and cover for one or more pa's during their absences as required.

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Perform all duties in accordance with the principles outlined in the SGPBH Code of Conduct, as well as the policies and procedures relevant to your responsibilities, to ensure that you adhere to a culture that treats clients fairly and focuses on the long-term sustainability of client relationships

Level of autonomy and authority

To act with discretion within the remit of the role.

Profile Required

Competencies and work experience

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Individual contributor competencies as defined in the SG Leadership Model

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Core Competencies

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Professionalism & Enterprise

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Team Spirit & Collaboration

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Innovation with Focus

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Knowledge of business processes, standards, policies and procedures

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Role Competencies

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High degree of integrity and discretion

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Initiative and pro-activity

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Interpersonal skills

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Communication (oral/written)

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Planning and organising

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Analytical skills

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Reliability

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Drive

Education

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Relevant secretarial qualifications and system/application knowledge including Word, Excel, Visio and PowerPoint.

Languages

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Written and spoken French desirable.

Why Join Us

If you feel you have the required experience and qualifications, then please apply to the SG Resourcing Team, and we will manage your application. At Societe Generale, we believe our people are our strength and are core to the success of our business. As such, we search for, recruit and appoint the best available person on the basis of aptitude and ability, regardless of sex, marital or civil partnership status, race, colour, nationality, ethnic or national origins, pregnancy, disability, age, sexual orientation, religion, belief or gender reassignment

Business Insight

People join for the impact they can have on us. They stay for the impact we have on them. A flatter structure offers visibility and exposure beyond that of our competitors, so you know our names, and we know yours. It's personable, human, and inspires success through passion. By encouraging open mindedness and a willingness to share ideas, we have adapted to market changes and thrived through innovation. Bringing words like “hard work” and “dedication” together with “community” and “respect” has enabled us to work collaboratively and build our future together. We call this Team Spirit and it's what makes us different. It's what makes you different.

All our positions are open to people with disabilities

Job code: 19000SD4
Business unit: Kleinwort Hambros
Starting date: 09/12/2019
Date of publication: 16/10/2019