Senior Administrative Assistant - #47764

We’re seeking a future team member for the role of Executive Assistant to Pod lead, Asset Servicing BBDI (EMEA). This role is located in Amsterdam or Brussels.

Role overview

The Executive Assistant (EA) provides high-quality, proactive support to the Pod Lead within the Asset Servicing BBDI segment. The EA manages complex calendars and priorities, ensures disciplined execution of meetings and deliverables, and acts as a trusted liaison with internal and external stakeholders. This role requires exceptional organizational skills, discretion, a client-focused mindset, and the ability to operate in a fast-paced, global environment across multiple time zones.

Key responsibilities

Executive support and calendar management

• Own complex, rapidly changing calendars, including priority setting, sequencing, and conflict resolution across EMEA, US, and APAC time zones.
• Proactively prepare daily run-of-day briefs, itineraries, and priority action lists.
• Coordinate travel, visas, accommodations, logistics, and detailed agendas; prepare and reconcile expense reports.

Meeting and governance coordination

• Schedule and orchestrate high-stakes meetings (internal leadership, client, regulatory, and cross-functional forums).
• Prepare agendas, pre-reads, minutes, and action trackers; follow through to closure with accountable owners.
• Draft, edit, and distribute communications (updates, announcements, talking points, town-hall materials)
• Uphold confidentiality and handle sensitive information with sound judgment

Logistics and event management

• Coordinate client visits (including unreasonable hospitality), and local events; manage venues, agendas, speakers, and materials.
• Support town halls and internal forums with end-to-end event planning and post-event actions.

Operational excellence and reporting

• Maintain document repositories, shared drives, and knowledge bases for segment continuity.

Project and initiative support

• Support cross-functional initiatives (client engagements, transformation programs, process improvements).
• Coordinate timelines, inputs, reviews, and approvals; ensure disciplined execution and timely outcomes.
• Partner with finance/HR/operations on ad hoc requests (headcount tracking, budgeting, onboarding/offboarding coordination).

Risk, compliance, and controls

• Adhere to internal policies, procedure standards, and control expectations.
Ensure accurate records, approvals, and audit-ready artifacts for meetings, actions, and expenses

Qualifications and experience

• 5+ years supporting senior leaders (MD/Senior Director level) in financial services, asset servicing, or related sectors
• Strong familiarity with EMEA business environments; previous experience supporting multi-country leadership preferred
• Demonstrated experience managing complex calendars, travel, events, and executive communications
• Proficiency in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, OneDrive/SharePoint); strong comfort with virtual collaboration tools and AI tools.
• Experience preparing executive-level materials (decks, memos, minutes, action logs, trackers) with high attention to detail
Bachelor’s degree or equivalent professional experience

Skills and competencies

• Organization and execution: Exceptional prioritization, time management, and follow-through; thrives in ambiguity and shifting priorities
• Communication: Clear, concise writing and verbal skills; capable of drafting executive communications with the right tone and structure
• Stakeholder management: Confident, professional presence with the ability to interact at senior levels and build trusted relationships
• Discretion and judgment: Handles confidential information appropriately; anticipates needs and exercises sound judgment
• Problem solving: Resourceful, proactive, and solution-oriented with strong ownership mindset
• Technical fluency: Advanced skills in Outlook/Teams/Excel/PowerPoint; able to maintain trackers and dashboards
• Global mindset: Comfortable working across time zones and cultures; flexible to support critical meetings outside standard hours when needed