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Executive Assistant, Brussels

Brussels, Brussels Hoofstedelijk Gewest, Belgium

Role

We are searching for an Executive Assistant to join our team at Teneo Brussels to be responsible for the administrative support to the President of Teneo Europe, the CEO of Teneo Brussels, and another senior colleague on the Teneo team, and to proactively support and anticipate their needs and priorities. Key responsibilities include daily diary management, organising internal and external meetings and travel arrangements, with a focus on looking ahead to ensure the week runs smoothly.

The Executive Assistant will be part of a team of three that looks after the overall office management and day to day administrative support for the wider team. The candidate will be expected to work in close collaboration with the Teneo Brussels team, its Managing Directors and Consultants, and will also be responsible for building working relationships with their peers across our client organisations as well as the wider Teneo network. Additional areas of support may be identified depending on the profile of the candidate.

 

Proactive management

  • Acts as the principal executive assistant to Teneo Brussels senior leadership team members. Supports them with diary management, preparation for upcoming events or meetings and keeps a day and week-ahead view.
  • Anticipates diary/calendar changes and responds accordingly.
  • Coordinates the preparation of information/documents and pre-brief material from relevant sources to prepare for meetings when needed.
  • Actively finds solutions to enable the leadership team members who they assist to complete tasks or attend meetings.
  • Manages business-sensitive information in a professional manner and maintains highest levels of confidentiality.
  • On an ad hoc basis, assists other Managing Directors and members of the business for travel booking, diary coordination and other administrative tasks when required.
  • Provides key support in the organisation of Teneo events, liaising with external suppliers to obtain quotations and secure bookings, with flexibility to occasionally work in the evening.
  • Leads by example, including demonstrating teamwork with colleagues and participating in Admin Team meetings or events to enhance the office environment.

 

Skills and Experience

  • 3-4 years’ experience supporting business leaders in senior management roles, ideally in a consultancy environment.
  • Fully proficient in all mainstream software packages that are relevant to the role.
  • Fluent in English, which is the working language of the office, and strong written/spoken French or Dutch.
  • Ability to become quickly familiar with the Teneo brand and quality guidelines, administrative processes and internal systems.
  • Creates a positive and highly professional atmosphere with a can-do attitude, always focused on pre-empting issues and being solutions focused.
  • Acts with discretion, integrity and professionalism at all times.
  • Calm under pressure, presents a positive outlook, and is seen as committed and enthusiastic.
  • Demonstrates a collegiate and collaborative style, actively getting to know peers across the consultancy and using this to better understand all areas of our offer. Supports a learning culture and plays an active role in sharing knowledge and insight.
  • Takes personal responsibility for investing in own training and development, seeking opportunities to learn new things and broaden skills.

 

About Teneo

Teneo is the global CEO advisory firm. We partner with our clients globally to do great things for a better future.

Drawing upon our global team and expansive network of senior advisors, we provide advisory services across our five business segments on a stand-alone or fully integrated basis to help our clients solve complex business challenges. Our clients include a significant number of the Fortune 100 and FTSE 100, as well as other corporations, financial institutions, and organizations.

Our full range of advisory services includes strategic communications, investor relations, financial transactions and restructuring, management consulting, physical and cyber risk, organizational design, board and executive search, geopolitics and government affairs, corporate governance, ESG and DE&I.

The firm has more than 1,600 employees located in 40+ offices around the world.

Our 30-person strong team in Brussels are drawn from politics and government, the corporate world and journalism, NGOs and academia (https://www.teneo.com/brussels/)

 

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Candidate Privacy Notice

What is the purpose of this document?

Teneo Strategy Limited (“Teneo”) is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be collected, used and disclosed for the purposes of recruitment as well as your rights in respect of your personal data.

Data protection principles

We will comply with data protection law and principles, which means that your data will be:

  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely.

The kind of information we hold about you

In connection with your application for work with us, we will collect, store, a range of information about you, including:

  • Your name, address and contact details including email and phone number.
  • Information you have included in your CV, application form or covering letter.
  • Details of your qualifications skills, experience and employment history.
  • Information about your current level of remuneration and benefits.
  • Information about your entitlement to work in the UK.

We may collect this information in a variety of ways, for example data may be contained in CVs or application forms, from a recruitment agency or LinkedIn, collected through interviews or other assessments or obtained from your passport or identity documents.

We may also collect personal data about you from third parties, such as references supplied by former employers. Where it is necessary and relevant for the position being applied for we may also undertake a review of information that is publicly available on your social media accounts. We will only seek such information once a job offer has been made to you.

How we will use information about you

We have a legitimate interest in collecting and processing your data for the purposes of carrying out our application and recruitment processes, which includes:

  • Assessing your skills, qualifications, and suitability for the role;
  • Communicating with you about the recruitment process and your application
  • Verifying your information and carrying out reference checks

In some cases, we may need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts. 

If you do not provide personal information

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications, work history and satisfactory references), we will not be able to process your application.

Who has access to personal data

  • Your information may be shared internally within the company for the purposes of the recruitment process. This includes members of the HR team, interviewers involved in the recruitment process and managers in the relevant business area.
  • We may share your information with other companies within the Teneo group if, for example the role and or hiring managers are located outside of the EEA or you are applying for a senior management position, and with third parties outside of the EEA. We will make sure that appropriate safeguards are in place to ensure the confidentiality and security of your personal data.
  • Your information may be shared with a recruitment agency or search consultancy with whom you have registered or instructed to feedback on interviews or process your application or the contacts you have nominated as your referees.
  • Your information may be shared with a third party provider of skills, aptitude or psychometric testing used in the selection process or a third party provider of recruitment software. Any third party provider will be acting under our instructions and will process your personal data for the purposes set out in this Notice and in accordance with our instructions. Any third party provider will be required to have appropriate security measures in place to protect your personal information in line with our policies.
  • Graduate Entry: If you have made an application to our graduate scheme we may share your information with a third party service provider who acts on our behalf to assist with our graduate recruitment. Any third party provider will be acting under our instructions and will process your personal data for the purposes set out in this Notice and in accordance with our instructions. Any third party provider will be required to have appropriate security measures in place to protect your personal information in line with our policies.

Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost or destroyed, misused or disclosed and is not accessed except by our personnel in the proper performance of their duties.

Data retention

How long will you keep my information for?

If your application for employment is unsuccessful, we will keep your data 3 years after we have informed you that your application was unsuccessful. We keep your data for this period so that we can show that the recruitment process has been conducted in a fair and transparent way. We also retain your personal data so that we can notify you of future job opportunities if they arise.  At the end of this period, we will securely destroy your personal data.

If your application for employment is successful, personal data collected during the recruitment process will be transferred to your personnel file and retained during your employment. Further details on this are provided in the Employee Privacy Notice.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information
  • Request correction of the personal information that we hold about you.
  • Request erasure of your personal information where there is no good reason for us continuing to process it
  • Object to processing of your personal information where there is something about your particular situation which makes you want to object to processing on this ground.
  • Request the restriction of processing of your personal information.
  • Request the transfer of your personal information to another party.

If you wish to exercise any of these rights, please contact Lon-recruitment@teneo.com

Queries

If you have any questions about this privacy notice or how we handle your personal information, please contact a Teneo Recruitment Coordinator at Lon-recruitment@teneo.com

If you believe that we have not complied with your data protection rights, you may make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues

Last updated: 5 December 2019

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