Job Description

Business Overview:

BNP Paribas’ Global Markets & Banking business offers a broad range of products and services in the global interest rate, credit, currency, equities & commodity markets. Global Markets & Banking help their franchise of clients find effective ways to raise and invest capital as well as manage their exposure to risk. Their client base comprises of hundreds of corporations, institutional investors, banks, governments and supranational organizations. 

Global Markets & Banking Americas has undertaken an initiative to increase the efficiency of its Front Office staff by reorganizing their administrative professionals and expanding their mandate. To create a strong administrative support model while providing increased levels of service to all Front Office staff, we’ve pooled our administrative staff to create a unified Platform Services Team (“PST”). 

PST has two mandates: (i) office and administrative support for all Global Markets & Banking Americas Front Office staff; and (ii) management FO employee experience tasks related to new hire onboarding, internal transfers and separations. This work includes user access management and oversight of the related end-to-end process improvements.  

Daily tasks related to administration and office management include, but are not limited to: travel and expense management, cost control implementation, acting as SPOC for visiting employees, TOMNET management, new hire on-boarding, room bookings, presentation assistance, invoicing, event planning, calendar and meeting management for Executive Clients, Priority Clients, organization of policies and procedures, expense reporting, client entertainment reporting, FINRA reporting, facilities coordination, and premises management. 

The current role is for an Administrative Assistant/Office Manager for the Miami Office and who will report into Head of Platform Services and Head of the Miami Office, while supporting priority clients and Global Markets & Banking Americas Front Office personnel. Our Administrative Assistants are expected to partner and coordinate with other assistants in the team to ensure seamless coverage is provided to all our staff. This role requires the employee to be in the office 4 days a week.

Candidate Success Factors:

Candidates are measured on the following four performance drivers, which will dictate how individual impact is considered on the Americas platform:

• Results and Impact
  • Able to influence peers and team.
  • Demonstrates good judgement when making decisions of high complexity and impact.
  • Exercise appropriate autonomy in the execution and delivery of work. 
  • Responsible for driving outcomes, which have meaningful effect on team or department.
• Leadership and Collaboration:
  • Creates trust with colleagues.
  • Acts in leadership capacity for projects, processes, or programs.
• Client, Customer and Stakeholder Focus: 
  • Able to build relationships with a mix of colleagues and clients.
  • Interacts regularly with management and department leaders.
  • Demonstrates the ability to influence stakeholders at the team level. 
• Compliance Culture and Conduct: 
  • Takes full responsibility for personal actions and demonstrates courage in facing problems and conflicts.
  • Perceived as a person of high moral character; upholds corporate values and displays high ethical standards.

Responsibilities: 

• This role will encompass areas of responsibility inclusive of Office Management for the Miami location as well as providing both dedicated administrative support for senior stakeholders and administrative support for all FO Global Markets, Banking & FIC personnel. 
• Oversight of office location, including but not limited to: 

1. Main point-of-contact for Miami office from an Office Management perspective. 
2. Visitor Management , including in charge of the reception of the office, liaising with Corporate and building security to grant access to visitors and keeping an accurate visitor log. 
3. Temporary card management for internal visitors and Miami staff. 
4. Supply Management .
5. Liaise with Facility management vendors, including cleaning, catering and security services. 
6. Support in the planning of all in-office and off-site meetings, teambuilding events, Townhalls and conferences. 
7. Main point-of-contact for new hires, assist with onboarding efforts, seat accommodations, equipment ordering & tracking and general oversight to support in a successful experience. 
8. Floorplan Management .
9. Invoice processing .
10. Work with IT & Premise Teams to ensure office is operational and functioning as it should. Partner with necessary business functional groups (e.g. IT/Premises/Security) to report matters that need to be addressed and manage through completion. 
11. Proactively review IT equipment through-out office (e.g. printing rooms/conference rooms ahead of the business day to ensure seamless functionality for users.  
12. Proactively manage the office space to ensure it is organized and pristine to support in a professional environment for the employee(s) as well as clients.  Work along-side appropriate functional groups to address areas when and where applicable.  

• Strong organizational skills, pro-active approach, forward-thinking and solutions oriented. 
• Excellent Communications skills required – both written and verbal. 
• Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests.
• Domestic and International Travel 
• Process of heavy expense claims.
• Coordinate MS Teams/Webex (Video and/or audio) meetings and perform operator assist functionality.
• Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements. 
• Manage logistics for visitors 
• Management of incoming and outgoing phone calls 
• Maintain current e-mail distribution lists in Outlook
• Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach
• An Administrative Assistant will make use of several applications including but not limited to:
  • Ivalua – Supplies and IT Procurement.
  • MyIAM – Request management tool for IT applications.
  • Concur – Travel scheduling and expense reporting.
  • TomNet and ClockNet – Staff attendance and work hours tracking.
  • Instant Booking – room booking.
  • UPS – Express mail labeling and postage.
  • Microsoft Outlook 
  • Microsoft Office Suite 
• Administrative Assistants are expected to partner and coordinate with other assistants in multiple locations, to ensure seamless support coverage is provided to all our Global Markets & Banking Staff. This includes but not limited to providing coverage to Executives which are not their normal priority while other assistants are off desk.

Minimum Required Qualifications:

• Fluency preferred in Spanish
• Exceptional communication and interpersonal skills : A good candidate will be an active listener and clear communicator, both verbally and in writing. They must communicate pro-actively, anticipating the needs of their managers and escalating issues as necessary – utilizing tact and confidentiality. Be an excellent team player. 
• Excellent organizational skills : Must have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive level employees.
• Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism 
• Education and Experience : Bachelor’s degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services. 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution. 
• Demonstrate an in-depth understanding of  office and administrative management procedures
• Solid Project Management skills required with a keen ability to develop project plans and manage timelines to meet platforms deliverables

• Technical Skills : Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel.
• Administrative Skills : Calendar management, time management, strategic planning of tasks, domestic and international travel booking, heavy expense processing, phone management, client handling, event planning, invoice processing, external client-onboarding, and assist management on several projects and tasks

Preferred Qualifications: 

N/A

FINRA Registrations Required:

• N/A

CFTC Swap Dealer Associated Person (if yes, NFA Swaps Proficiency Program is required): 

• N/A 

SEC Security-Based Swap Dealer Associated Person:

• N/A

The expected starting salary range for this position is between $65,000 to $125,000 annually. The actual salary may vary based upon several factors including, but not limited to, relevant skills/experience, time in role, base salary of internal peers, prior performance, business line, and geographic/office location.

In addition, our comprehensive benefits package aims to support our employees in various aspects of their lives. From healthcare and wellness programs to retirement plans and childcare services, we prioritize the well-being and growth of our employees. Our benefits include medical, dental and vision coverage, a 401(k) Savings Plan, backup childcare, life, accident and disability insurance, mental health support and paid time off. Additional details about our benefits offerings, inclusive of eligibility for a discretionary bonus, will be provided during the hiring process.

This application will remain open until a candidate has been selected for the role. There is no specific application timeline.

About BNP Paribas:

BNP Paribas is a leading bank in Europe with an international reach across the US, EMEA and APAC. It has a presence in 65 countries, with nearly 190,000 employees. The bank employs over 3,500 people in offices in the US across 10 states including New York, Jersey City, Chesterbrook, PA, San Francisco, Boston, Chicago, Denver, Miami, and Washington, DC. BNP Paribas has built a strong and diversified presence to support its client base. We continue to grow and strengthen our commitment to the US market through our  Corporate & Institutional Banking activities. We are one of a few non-US banks to offer a full value chain for our clients, from trading to financing, and clearing and custody in the US with the international footprint and capacity to deliver both globally and locally. Leveraging the strength of our European roots, our network can support clients in virtually every region of the world, enabling more connectivity and efficiency wherever our clients conduct business. We take pride in our expertise and our ability to adapt while constantly looking ahead to create a more sustainable world.

As an international company with a global footprint, the unique cultures and viewpoints of our team members are an integral part of the fabric of BNP Paribas. We are a company with a purpose - to be a responsible and sustainable global leader. We aim to create an environment where our employees feel empowered to drive change, make an impact and be true to themselves. We employ talented individuals from a wide variety of backgrounds, locally and globally, and are inspired by our employees who help us in cultivating a diverse, equitable and inclusive workplace through initiatives such as our Diversity, Equity & Inclusion (DEI) Leadership Forum and Employee Resource Group (ERG) communities. We strive to be a workplace where all team members can grow and thrive and offer robust training, development, and mentoring opportunities to make that vision a reality. Our leaders are deeply committed to DEI and highly accessible to our employees, consistently soliciting feedback on how we can continue to support our employees to reach their highest potential. 

BNP Paribas. The Bank for a Changing World - 

BNP Paribas is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, color, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, citizenship, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.

Protect yourself from fraudulent job postings. Emails about jobs at BNP Paribas will always come from addresses ending @bnpparibas.com @us.bnpparibas.com, @ca.bnpparibas.com, or @br.bnpparibas.com. You should be suspicious of emails regarding employment with BNP Paribas coming from any other domains and should not respond. BNP Paribas will never send payments to or request payments from candidates for positions posted by BNP Paribas.  

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