Locatie:
Bank Degroof Petercam SA
Belgium
Rue De L'Industrie 44,
1040 Brussels
Context
The Administrative Project Coordinator provides high-level administrative and organizational support to the General Counsel and the Legal Department, as well as operational and administrative assistance to the Real Estate & Facilities and Finance Departments. The role combines executive support, document and process management, and coordination of internal activities, contributing to the smooth functioning and efficiency of the departments under the responsibility of the General Counsel.
Your position
Legal Department Support
* manage the agenda and correspondence of the general counsel.
* prepare, edit, and format documents, presentations, reports and, where needed, organize (electronic or wet ink) signatures.
* coordinate and organize internal and external meetings, including with external counsel, and events, including team meetings and teambuilding activities (including logistics, catering, and meeting room bookings).
* handle telephone calls, incoming and outgoing mail, scanning, and other general administrative tasks.
* process and monitor incoming invoices and budget related to legal matters.
* review and analyze budget & expenditure reports, verifying the accuracy of information provided by Finance.
* maintain and update the litigation reporting in preparation for the Audit & Risk Committee (in collaboration with the Legal team).
* assistance in collecting (financial) information (such as an overview of paid lawyers' fees) required for the CA Indosuez reporting.
* act as the admin SPOC for certain projects, the bank's auditor for audit request letters, etc.
* provide secretarial support to the Control Unit Estate Planning (collecting forms, preparing agendas and invitations, attending monthly meetings, drafting and finalizing minutes, and distributing approved minutes to management).
* manage the department's archiving system and ensure proper filing of originals (both in binders and safe).
* ensure the smooth day-to-day functioning of the department and propose optimizations where relevant.
* handle office supply orders and maintain department resources.
* act as departmental ambassador for internal initiatives (e.g., "Tell Us" survey, Learning & Development programs, etc.).
Real Estate & Facilities Department Support
* provide administrative support for the management of the bank's real estate portfolio.
* maintain and regularly update lease schedules and property files.
* monitor rental agreements, indexations, renewals, and terminations.
* process, verify, and follow up on rental invoices, property taxes, and related service charges.
* support the Real Estate & Facilities Manager in tracking lease obligations, key dates, and landlord correspondence.
* maintain contact with landlords, property managers, and suppliers as needed.
* assist in the preparation of internal reports and summaries related to real estate costs and occupancy.
Finance Department Support
* help coordinate inter-departmental exchanges of information (related to the Legal and/or Real Estate & Facilities departments) for reporting and audits.
* assist in the preparation of simple financial summaries or reconciliations upon request (related to the Legal and/or Real Estate & Facilities departments).
* maintain accurate tracking of budget items relevant to Legal and Real Estate activities.
* provide administrative assistance in relation to invoice processing, purchase orders, and expense reporting (related to the Legal and/or Real Estate & Facilities departments).
Your profile
* Bachelor's degree or equivalent qualification in administration, management, or a related field.
* Minimum of 4 to 6 years (plus) of relevant professional experience in a similar role.
* proven experience in an administrative or coordination role, ideally within a corporate, legal, or financial environment.
* strong organizational and time management skills with the ability to manage multiple priorities.
* high level of accuracy, reliability, and discretion when handling confidential information.
* excellent communication and interpersonal skills, with a collaborative and service-oriented mindset.
* proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); familiarity with document management systems is an asset.
* fluent in French and Dutch (English is an asset).
* proactive attitude and ability to anticipate the needs of the departments supported.
LI-MS1
Our offer
For more than 150 years, Degroof Petercam has been a reference investment house. Entrepreneurship is our DNA, expertise is our fuel. You will become part of a company with highly skilled, talented and passionate experts that aim for nothing less than excellence. The impact of our work goes beyond profit by looking at business from a broader perspective, challenging those who want to intellectually. As a part of Indosuez Wealth Management and Crédit Agricole, we offer our people ongoing learning and development and mobility on an international scale.
In addition to our fascinating work environment, we also offer:
* A broad offer of learning & development programs including a Degroof Petercam Academy for both professional and personal goals.
* An attractive and market conform compensation package
* Flexible working hours & teleworking
* An Employee Social Engagement Program
* Access to the same Private Banking Expertise as our clients