(Senior) Governance/Business Management Officer

Key Responsibilities:

Governance and CoSec:

• Preparing Board packs, taking notes at meetings, support preparation of minutes and subsequently distributing to all participants. Actively follow up on actions points resulting from the meetings;
• Liaising with other members of staff and external parties such as notaries, Luxembourg and foreign administrative offices, Regulatory authority;
• Filing company’s documents with the Luxembourg Business Register;
• Producing documents, briefing papers, reports, and presentations;
• Taking an active role and contribute to the fulfilment of the Luxembourg Management Plan, in particular the regular updates and tracking of the plan;
• Being responsible of the periodic update and maintenance of the group's Banking Signatory List and assure an effective interaction with Banking Support Team and DDQ team;
• Assisting with Staff queries on general company secretarial matters;
• Provide assistance in ad hoc CoSec project as required;
• Provide support to the Group CoSec colleagues and being part of the relevant Peer Group.

Luxembourg Board and Leadership Team assistance:

• Carrying out research to assist the Management and the Supervisory Board with their duties;
• Scheduling appointments and organising diary entries of Head of Jurisdiction and of the Management and Supervisory Board members where needed;
• Setting reminders for meetings, appointments and other important tasks; including implementing the operating rhythm, and working groups linked to delivery of the Luxembourg management plan;
• Planning conferences, workshops, seminars and other local events; Effective interaction with BD/ Marketing/Engagement team to avoid overlaps;
• Arranging Luxembourg update calls, and ensuring follow up;
• Supporting the Senior Governance Manager in planning and executing plans to maximise the benefit of Executive Board and Group Board visits;
• Creating and maintaining event calendars involving the Luxembourg Leadership Team.

KPIs:

• Management and Supervisory Board satisfaction
• Operational efficiency
• Adherence to internal controls and proactive risk management
• Improved colleague engagement

• Demonstrate commitment to our client's mission, vision and values.
• Excellent attention to detail.
• Excellent organisation and people management skills.
• Proficiency in PowerPoint and Excel
• Full fluency of the English language. Knowledge of French or German is an asset.
• Ability to prioritise and multitask efficiently.
• Strong written and oral communication skills.
• Strong stakeholder management, both internal and external
• Working knowledge of standard office software packages ( MS Word, Excel, Power Point, etc), experience in handling web-based management systems. Experience in using financial, travel, procurement modules.
• Discretion, tact, politeness, reliability .
• Acting as a team player and facilitating team work.
• Ability to perform work of confidential nature and handle a large volume of work.
• Positive and constructive attitude.

Skills and qualifications:

• University degree
• 1 to 3 years of relevant experience in a similar role preferably in a large or international corporation or organization