Job Overview/ Purpose:

The role sits within the Executive and Branch Support Team of the General Management Department. This role is a senior level of an Assistant held within the Branch and is responsible for providing efficient and proactive administrative and secretarial support to Executives of the branch and the Branch in general. The jobholder represents the Branch and the Executives they support, interfacing with clients and other external parties. They also interface with and provide support to visiting Rabobank VIP’s. The jobholder is responsible for administrative tasks, working with limited direction and for organising events for the Branch. Additionally the jobholder is responsible for supporting the delivery of the Bank’s internal communications and associated activities, creating and implementing internal/employee communications content.

Context of Job:

Rabobank London focuses on the following businesses: Markets, Core Lending (Corporate Clients and Core Lending UK), Structured Lending (Value Chain Finance) and Advisory & Investments (M&A). The businesses and the Branch are supported by a number of functional departments, some of which are global centres of competence. These include Risk Management, IT, Operations, Finance & Control, Legal, Compliance, Internal Audit and Human Resources. The post holder will be responsible for assisting with the development and coordination of Rabobank’s approach to internal and external communications stakeholders.

Key Responsibilities and Accountabilities:

PA duties

• Diary management e.g., scheduling of internal and external meetings, lunches, conference calls, video conference calls, interviews and greeting visitors
• Plan and organise travel arrangements
• Liaise and interface with internal and external counterparties/clients on behalf of senior management
• Organise large-scale, high-profile events for the Branch
• Arrange hospitality, off-sites, and conferences
• Create and editing PowerPoint presentations
• Compile, collate, and research information for business reports
• All administration, processing and checking of expenses
• Other secretarial and administrative duties as required

Communications

• Coordinate delivering of internal and external communications
• Actively maintaining Rabobank’s UK Website and RaboHub the banks’ internal Sharepoint portal.
• Identify and develop creative and innovative ways to engage with all employees through a variety of channels
• Plan, edit and write content for a variety of internal communications mediums, such as bank-wide updates, RaboHub UK Sharepoint portal, UK Website and other messaging
• Ensure internal communications messages are consistent across all mediums and for different departments of the organisation
• Undertake necessary preparations for internal/external events, including client events
• Work autonomously and build partnerships and a network with key figures in the organisation
• Participate in ad hoc projects/ initiatives as required
• Respond to feedback from staff and adjust communications content accordingly
• Ensure brand guidelines are adhered to across all internal communications

Professional/ Managerial Autonomy:

Required to execute tasks efficiently, professionally, and competently with limited direction within the scope of the role, as delegated by the Branch Manager, Head of Executive & Branch Support and other Executives supported. Work with the Branch Manager and Head of Executive & Branch Support to play an active role in and be responsible for the successful execution of agreed programs, activities and initiatives.

Committee Roles:

Providing assistance for coordinating scheduled, and ad hoc meetings, and the administration of submissions. Minute taking is essential.

Key Relationships:

• Senior Management Teams (Locally and Globally) including the UK MT
• Head of Executive & Branch Support
• Management Teams of other departments
• Business Managers and other Assistants
• E&A Marketing & Communications
• Human Resources
• Compliance
• Legal
• Internal Audit
• Facilities
• Finance & Control
• ITOPs
• External suppliers
• External providers (travel/car/hospitality companies)

Business Knowledge/ Technical Skills:

• Communication. Excellent written and verbal communication skills is essential. Experience in a communications environment, especially internal communications.
• Initiative. Showing initiative, willingness to try new things and dedication to self-improvement.
• Organisation. Hospitality and high-profile events, including responsibility for managing budgets.
• Coordination. Planning to bring people from different departments or stakeholders internal and external together.
• Collaboration. Collaborating effectively with different professionals, defining goals, and implementing strategies for achieving them.
• Support. Caring for administrative tasks and fulfilling daily responsibilities.
• Motivation. Taking an active role in the workplace, showing enthusiasm, and taking opportunities to develop and learning new skills.
• Understanding. Key banking terms and concepts
• Analytical and numerate
• Prioritise. Multitask, work to tight deadlines and to manage the expectations of others.
• Efficiency. Ability to deal with high volumes of work whilst maintaining accuracy and diligence.
• Administration. Complete tasks efficiently finding better ways to manage time.
• Good working knowledge of Microsoft Office products including Word, Excel, PowerPoint, Outlook, Visio and SharePoint
• Keen to continue to develop their systems knowledge and skills.
• Experience of advising senior managers and employees on internal communications activities, communicating complex information in an accessible and engaging way

Systems Knowledge/ Skills:

Advanced knowledge of and ability to use Microsoft Office products including Word, Excel, PowerPoint, Outlook, Teams, Visio, and SharePoint. The jobholder must also be keen to continue to develop their systems knowledge and skills.

Personal Attributes:

• Ambitious and confident disposition
• Keen to learn and develop
• Contributor
• A positive, confident, flexible approach and willingness to assist others
• Commitment to achieving the highest standards of performance
• Discretion and integrity in dealing with confidential information and sensitive data
• Professional approach to representing Executives and Bank internally and externally
• Credibility and presence with colleagues
• Openness, honesty, and trustworthiness in dealing with colleagues
• Ability to anticipate needs, take ownership of tasks and proactively take the initiative for new tasks
• A solution-based approach to problems, able to see the bigger picture and think through alternative options.

Values & Behaviours:

• Excellent Customer Focus; We are client driven – I prioritize customers
• Meaningful Cooperative; We are cooperative– I connect society
• Rock-Solid Bank; We are professional – I simplify
• Empowered Employees; We take responsibility – I take ownership

Interested:

Closing date for applications 9 April 2024

We are an equal opportunities recruiter. Should you require any additional support at any stage of the recruitment process, please do not hesitate to contact a member of the Recruitment Team who will work with you to provide reasonable adjustments as required.