Administrative Assistant – Global Markets

Business Overview:

BNP Paribas’ Global Markets & Banking 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 & Banking 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 & Banking 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 & Banking Americas 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:

· Strong organizational skills, pro-active approach, forward-thinking and solutions oriented.

· Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, Gifts and Entertainment).

· Developing and maintaining project plans while working to ensure all deliverables are completed timely and with accuracy.

· Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables.

· Excellent Communications skills required – both written and verbal.

· Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests.

· Domestic and International Travel

· Process of heavy expense claims.

· Coordinate MS Teams/Webex (Video and/or audio) meetings and perform operator assist functionality.

· 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

· Management of incoming and outgoing phone calls

· Maintain current e-mail distribution lists in Outlook

· Modification and distribution of departmental reports.

· Meeting minutes for high-level financial meetings.

· Heavy invoice processing and external client on-boarding coordination.

· Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach.

· Prepare reports using Excel.

· Strong knowledge of PowerPoint presentation development and editing for client meetings.

· 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.

· UPS – Express mail labeling and postage.

· Microsoft Outlook

· Microsoft Office Suite with a strong focus on Excel and report management.

· Tableau

· Administrative Assistants are expected to partner and coordinate with other assistants in multiple locations, to ensure seamless support coverage is provided to all of our Global Markets & Banking 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. 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution.
• Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies.
• Solid Project Management skills required with a keen ability to develop project plans and manage timelines to meet platforms deliverables.

· Technical Skills: Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel.

· Administrative Skills: Calendar management, meeting management, time management, strategic planning of tasks, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client-onboarding, detailed meetings minutes, and assist Head of Platform Services Team on several projects and tasks.

· 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.

Preferred Qualifications:

· 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

The expected starting salary range for this position in Chesterbrook, PA is between $65,000 and $74,000 annually plus over time and corporate bonus. The actual salary may vary based upon several factors including, but not limited to, relevant skills/experience, time in role, base salary of internal peers, prior performance, business line, and geographic/office location.

About BNP Paribas:

BNP Paribas is a leading bank in Europe with an international reach across the US, EMEA and APAC. It has a presence in 65 countries, with nearly 190,000 employees. In the United States, BNP Paribas has built a strong and diversified presence to support its client base. We continue to grow and strengthen our commitment to the US market through our Corporate & Institutional Banking activities. We are one of a few non-US banks to offer a full value chain for our clients, from trading to financing, and clearing and custody in the US with the international footprint and capacity to deliver both globally and locally. Leveraging the strength of our European roots, our network can support clients in virtually every region of the world, enabling more connectivity and efficiency wherever our clients conduct business. We take pride in our expertise and our ability to adapt while constantly looking ahead to create a more sustainable world.

The bank employs nearly 6,000 people and has a presence in the country since the late 1800s in major cities including New York, Jersey City, Chesterbrook, PA, San Francisco, Boston, Chicago, Denver and Washington, DC.

As an international company with a global footprint, the unique cultures and viewpoints of our team members are an integral part of the fabric of BNP Paribas. We are a company with a purpose – to be a responsible and sustainable global leader. We aim to create an environment where our employees feel empowered to drive change, make an impact and be true to themselves. We employ talented individuals from a wide variety of backgrounds, locally and globally, and are inspired by our employees who help us in cultivating a diverse, equitable and inclusive workplace through initiatives such as our Diversity, Equity & Inclusion (DEI) Leadership Forum and Employee Resource Group (ERG) communities. We strive to be a workplace where all team members can grow and thrive and offer robust training, development and mentoring opportunities to make that vision a reality. Our leaders are deeply committed to DEI and highly accessible to our employees, consistently soliciting feedback on how we can continue to support our employees to reach their highest potential.

BNP Paribas. The Bank for a Changing World – https://usa.bnpparibas/en/homepage/join-us/our-opportunities/

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.

BNP Paribas