Advocacy Team Administrator

CFA Institute

Advocacy Team Administrator

CFA Institute

Brussels, Belgium

The Advocacy Team Administrator provides administrative support to the Advocacy team within the EMEA region including policy engagement, events and associated outreach. The position will be responsible for supporting the activities of the Advocacy team including; project management, travel and event planning, inter-department coordination and assistance on presentations and reports. In addition, the role will be responsible for collaborating with the EMEA Operations team to support the management of the Brussels Office facilities. The successful candidate in this role will demonstrate a high level of initiative, be able to multi-task, can build on internal stakeholder relationships and demonstrate an impressive work ethic.

The position will be headquartered in Brussels, Belgium and will be supported by the Head, Advocacy EMEA with a matrix reporting line to Head, Regulatory Outreach EMEA and Operations Director EMEA.

Job Description:

ESSENTIAL FUNCTIONS

Responsible for performing general administrative duties to the regional Advocacy team including:

  • Providing administrative support to the Head, Advocacy EMEA;
  • Provide general Advocacy team administration support including; typing up articles/transcripts; formatting documents, assisting with creating, reviewing, and delivering reports, compiling metrics and presentations and organizing the translation of Advocacy team content;
  • Carrying out ad-hoc research for Advocacy team (companies’ financial reports, online articles);
  • Maintaining a contact database, coordinating the logging and tracking of activities in Salesforce;
  • Coordinating Advocacy events in partnership with Travel & Event Management, acting as the central resource for Advocacy event delivery in Brussels;
  • Support internal communications through the posting of information to the intranet;
  • Support external communications through the posting of Advocacy commentary and reports to the CFA Institute website;
  • Supporting the creation of event materials through proofing and editing speaker materials, production, and distribution;
  • Provide project support to ensure department projects are on schedule.

Brussels Office Operational Support:

  • Assist in maintaining Belgian office facilities to a high standard;
  • Act as the Procurement Partner (NetSuite) for the Brussels office – generate purchase requisitions, purchase orders, submit invoices for payment; and
  • Office procurement - purchase and stock office supplies;
  • Act in the capacity of local Safety Officer - responsible for Emergency Evacuation procedures, First Aid;
  • Research travel and hotel accommodation and make reservations as needed (and work with EMEA Travel team as appropriate);
  • May serve as the initial point of contact for local enquiries from members, volunteers, candidates and committees;
  • Maintaining centralised calendars, contact files and other informational databases;
  • Coordinating and scheduling local meetings, meeting-room bookings and arranging conference calls, and testing equipment prior to meetings taking place;
  • Work with Legal services on confidentiality agreements and committee meetings;
  • Communicate with IT to seek assistance with local computer problems, enhancements, and procedures.

EDUCATION/EXPERIENCE

  • High school diploma required; Business or secretarial diploma preferred; Bachelor’s degree a plus;
  • Minimum 3 years of experience in providing administrative and facilities assistance required, preferably in a professional service environment requiring frequent interaction with others;
  • Fluency in French and English required; multilingual would be useful;
  • Must be proficient using MS Office software such as Word, PowerPoint, Excel, Outlook. Experience with Sharepoint, Concur and Netsuite would be advantageous;
  • Experience working with EU institutions or within the Financial sector desirable;
  • Qualified first aider/fire warden desirable;
  • Some basic knowledge of finance or economics would be beneficial;
  • Global cultural orientation and working experience;
  • Must demonstrate professionalism, good judgement and excellent interpersonal skills;
  • Excellent communication skills including written, verbal, listening, and presentation;
  • Must demonstrate very high level of organizational and time management skills;
  • Willingness to ask questions rather than just follow directions is required. Must be able to quickly learn how to use business systems, notably Concur (expense processing).

PHYSICAL REQUIREMENTS

  • Full time in the office.

TRAVEL REQUIREMENTS

  • Occasional travel to CFA Institute conferences, meetings and events.

LEADERSHIP CAPABILITIES

  • Strategic - Connects ideas, resources and processes, with an outside-in perspective, to define winning solutions; employs a broad, global perspective and digital mindset to disrupt and transform;
  • Courageous - Actively listens, asks questions, develops an independent conclusion and is willing to challenge the popular view for the betterment of the organization;
  • Authentic - Reflects one’s true self in all situations; clearly says what they mean and does what they say they will do;
  • Talent magnet - Understands a candidate/employee’s capabilities and matches those to the appropriate role/assignment; seeks out diversity of thought and experience; invests in development; mentors and coaches for success; builds and rewards high functioning teams;
  • Growth mindset - Learns and grows through experimentation and failure; embraces challenges with persistence and resilience; demonstrates a willingness to risk failure and sees it as a key learning opportunity;
  • Accountable - Understands role and takes full ownership of their own, their team’s, and the organization’s success or failure; achieves efficient, timely, quality results through the effective leadership of others;
  • Agile - Navigates complexity, challenges and ambiguity with confidence; creates an environment of learning to drive optimal outcomes; employs a continuous improvement mindset; encourages rapid, flexible response to change.

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© EuroJobsites 2018

EuroJobsites is a UK registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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