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Summary

Experienced Executive Assistant with a demonstrated history of working in the financial services and Pharmaceutical industry. Skilled in execution of complex daily operation support to Senior and Executive level staff, Administration, coordination and meeting organization. Positive and self -motivated administrative professional with a Graduate focused in Executive Secretary from Institut D'enseignement supérieur Lucien Cooremans.

Experiences

Current Experience

  • Executive Assistant
    Since December 2012

    Admin Support

    • Organize business travels
      • Search for best travel itinerary
      • Booking on the on-line tool of CWT
      • Book hotel on the on-line tool of CWT
      • Prepare the travel itinerary
      • Arrange for transfers when needed
      • Book office space in different location
      • Organize all meetings and 121’s on site
    • Manage Expense notes
      • Make the expense, make copy and Keep track of UPS when sending to London for approval
      • Keep track of the payment process and update the Payment log excel sheet
    • Calendar Management
      • Organize and manage recurrent meetings :
      • Keep track of attendance and communicate pro-actively if rescheduling is needed
      • Organize 121s and keep track of attendance and reschedule if necessary
      • Keep track of 121s with Management members in terms of recurrence; make sure they are regularly in the agenda.
      • Manage proactively calendar notifications (acceptance/declined) and coordinate eventual rescheduling
      • Communicate proactively all the alerts for material delivery dead line:
      • Chase participants for agenda items to be provided on time for 121s or meetings
    •  Meeting material & presentation
      • Set brand conformant presentations for conferences, meetings
      • Prepare quarterly business review presentation – collect data from team heads etc
      • Prepare the quarterly SSgA Ltd board presentation and make sure all areas are updated

    EFC Secretary role:

      • Prepare draft agenda based on my guidance in between EFCs and other agenda topics committee members have proposed. Draft agenda to discuss with me 1 week in advance of EFC
      • Draft minutes of each EFC meeting – draft ready max 1 week after EFC meeting.
      • This includes error free details such as date, attendance etc, and correct use of formal wording as per standard wording used in GFC minutes re decisions reached etc.
      • Draft wording of discussions that took place. I expect this to be as comprehensive as possible and free of typos, for me to review and amend where necessary
      • Updating of the action log for my review as per EFC meeting outcome, error free re dates etc
        • This means adding new actions as per your draft minutes
        • ii.Maintain column ‘Days outstanding’ up to date at all times
      • Ensure annual review of COI register by EFC.
      • Update of charter when applicable, and TCF framework, and correctly saving this in well-organised folder on Brussels drive + manage sharepoint site
      • Coordinate annual EFC review with GFC secretary and ensure statistics for EM%G reporting are 100% accurate
      • Coordinate quarterly EFC updates to GFC – ie draft report based on EFC approved minutes and action item log, for my review
      • Draft EFC update to EGOC – as per point 3, but align reporting period with EGOC

    Business support:

    • Contact point of the Brussels office for all global State Street and SSgA meetings/ video conferences etc.
      • Book accordingly the meeting rooms
      • Send calendar notification to the employees
      • Print the material when needed
    • Supporting the weekly management meeting
      • Organize VC/dial ins with Amsterdam
      • Minutes taking + action items follow up when needed
    • Overseas PM/PE visits for Nordics & Benelux
      • Establish with Sales the list of PM/PS to visit Benelux and Nordic region
      • Communicate with the teams for the planning per Quarter
      • Manage meeting notifications in BRU CRM Agenda
      • Contact PM/PE for travel itinerary
      • Make Travel agenda and liaise with team for smooth running of the trip (pick-up, transfers etc)
    • C-Suite travel logistics organizationPrepare travel itinerary for any C-Suite trip in Nordics & Benelux
      • Arrange for transfers/hotels etc
      • Collect the client exec sum in the delay
    • Client meetings
      • Book meeting rooms
      • Book catering
      • Organize access in the building
      • Organize video conference when needed and send an ISM request to CAVS
    • Meeting organization
      • Organize VC meetings for the office
      • Organize team events for Amsterdam and Brussels office
      • Organize Off sites

    Office Governance

    • IT
      • bi-weekly call with Mark Aldridge for the follow up of the ticket raised by the office (Xerox service, VDI, Printer set up issues etc
    • Legal
      • Make the follow up for any legal amendment for the Brussels/Amsterdam Branch
      • Liaise with Vathoulla for collecting all supporting document required.
      • Good governance of the documents for record purpose
    • Compliance
      • BNB requirements follow up
      • fill in on-line the AM laundering report
      • Filing all official documents (paper copy and soft copy)
      • Support logistics and facilitate mandatory compliance training for the office (Blue Sky/DCC etc)
    • Facilitate visitors (internal/external) travel to Brussels office (organize transfers/ desk space booking)
    • Manage meeting rooms booking for Brussels on Resource scheduler
    • Quarterly call for the HSE review of the office
    • LIaise with Finance in Poland for the set up and payment of invoices

     

    Miscellaneous – Project support

    Assisting and coordinating the recruitment process for various sales positions for Nordics & Benelux

      • Liaise with the candidates to organize 1st round       interviews
      • Organize their travel when needed (flights booking/hotel/transfers)
      • Organize the last round day with the final retained candidates
        • Set up of the interview schedule for each interviewer/candidate
        • Catering order
        • Organize VC when interviewer is in another SSgA location
    • Ad Hoc meetings

Past Experience

  • Executive Assistant
    November 2011 --- December 2012
    Assisting the Executive Director of Energy HSE and Logistics Assisting the Energy Director and the Energy Manager in different programs (climate change, ressource efficiency, etc) Organising internal and external meeting

  • HR Coordinator
    February 2010 --- October 2011

  • Events Coordinator
    October 2006 --- February 2010

  • Congress & Events Coordinator
    January 1996 --- January 2006

  • Marketing assistant
    January 1996 --- January 2006

Personality

Self Assessment :
AdaptabilityAttention to detailCollaborationEfficiencyFlexibilityOptimismOrganizationResult OrientedResponsibilitySelf-confidenceSelf-disciplineService orientedSociabilityAuthenticityCoordinationCritical thinking

Knowledge

Self Assessment :
Compliance with regulationsEnglishEthics submission and approval processMicrosoft ExcelMicrosoft OfficeMicrosoft PowerpointMicrosoft ProjectMicrosoft WordMultilingualOutlookPharmaceutical IndustryPharmaceutical salesPresentationsProblem SolvingProduct launchProject CoordinationRecruitingTeam BuildingTeamwork
LinkedIn Assessment :
AdministrationRessources humainesMeeting PlanningEvent MarketingConferencesMultitaskerteam playerProactivityConfidentialityResults OrientedCustomer OrientedcommittedTeamworkEvent PlanningGoal OrientedPerformance ManagementHuman ResourcesCoachingAdministrative AssistantsPharmaceutical IndustryMarketingmanagementTime ManagementOffice ManagementEmployee RelationsTrainingInterviewsHR PoliciesEnglishLeadershipOrganizational EffectivenessOutlookTalent ManagementFrench

Skills and Expertise

Self Assessment :
Administrative supportAssess site feasibilityEstablish professional relationships with partnersFollow up projectsGeneral office managementInteract with ethics committeeManage budgetsNetworkOffice managementOrganise meetingsOrganise steering committeePlan work to meet objectives and deadlinesPromotional materialsSelect sitesSolve problems

Education

  • Graduate in Executive Secretary from Institut D'enseignement supérieur Lucien Cooremans in 1993
  • in from Institut Cooremans in 0

Training and Certification

  • HSE Level 3 Certificate in 2016 Certification

Languages

BrightOwl Assessment:
Self Assessment:
English
Professional Proficiency
French
Native
Dutch
Professional Proficiency

Area / Region

Brussels, Belgium

Others

Driving License
  • Yes