The individual leverages the Dutch Executives' time by managing the day-to-day office activities, acting as an intermediary on their behalf and assisting in the preparation of client meetings, roadshows and events.
This role is responsible for the management of central services for the Amsterdam office, including coordination with T. Rowe Price (TRP) global functions (Finance, Marketing, Public Relations, Legal and Compliance, IT, HR, Facilities and Health and Safety teams), as well as local suppliers and vendors. Furthermore, the individual supports the work of marketing managers on projects directed at developing local marketing strategies, organizing campaigns and events and coordinating the distribution of local content.
The position requires the ability to work independently with very limited direction and possession of a thorough knowledge of the organization and the activities associated with the investment process are crucial. Equally important is the ability to act with absolute discretion when handling highly confidential client and team information.
Essentially, the incumbent is key to the team's success. His or her ability to work in partnership with the relationship managers in The Netherlands and forge strong relationships internally and externally are critical.
Leverage the Executives' time by performing administrative duties related to the scope of their responsibilities:
Schedule appointments, prepare correspondence, coordinate related client meeting requests, compile agendas, greet visitors, and respond to routine matters and ad hoc requests on the Executives' behalf.
Take telephone calls on behalf of the team which may involve complex messages, assist with scheduling of both internal and external meetings, client visits and other activities related to the scope of the executive's work.
Assist and work closely together with the RM team in preparation for roadshows and events, including ordering client review and pitch books, print literature
Support the RMs with maintaining the Client Relationship Management (CRM) system to a high standard, ensuring that all information is kept relevant and maintained.
Order in-house collateral
Coordinate and book complex and multiple travel schedules, prepare and collate itineraries
Compile and submit monthly AMEX Company expense statements, maintain intranet calendars on behalf of the team and promptly efficiently file office materials.
CRM Management & Maintenance
Ensure CRM data is up-to-date and work on enhancements with CRM team.
Be the point of contact for CRM training within the local office and provide data, statistics and reports to help the RM and marketing teams
Liaise with Marketing to provide CRM analytics to measure impact of Sales/Marketing activities
Liaise with Client Operations & servicing teams on CRM enhancement and implementation projects-
Assist the RM and marketing team with campaign management in CRM system (currently Salesforce)
Manage office projects related to division and/or corporate activities.
These include but are not limited to office reorganizations and renovations and Amsterdam facility renewals.
Responsible for maintaining all Health and Safety at work elements in line with Dutch Regulatory body, also ensuring that standards conform to relevant Regulations.
The job holder will be the point of contact for all technical breakdowns and office emergencies and will play a pivotal role in resolving and restoring the office to normality.
The job holder will also be the main point of contact for new or upgraded technology installations and is the onsite expert for new or changing technology.
The job holder will also be requested to manage some vendors, as directed, and help managing office related issues (tech, electricity, kitchen, furniture, air conditioned etc.)
Ensure all office invoices/costs are managed, and fulfills accounts reporting requirements on a timely basis.
This individual will be the key office contact for HR, IT and Office Management for existing associates and whenever there are new hires, leavers and transfers within the Amsterdam office. This may involve (but is not limited to): o maintaining staffing records (i.e. leave, benefits, headcount), o first point of contact for local associates' payroll / benefit queries o administering appropriate IT and office equipment requests when required.
Where required, provide advice, guidance and information to internal and external parties regarding the Amsterdam office and the business conducted.
Work closely with management and team to create and foster a collaborative working environment while promoting leadership, exercising good judgment and professionalism
Marketing and event support
Provide local marketing assistance by supporting the work of the Marketing function on projects directed at developing local marketing and sales strategies
Coordinate the distribution of local content (brochures, articles, etc), including proof-reading of local language translations and reviewing marketing literature
Coordinate marketing mailings to clients and prospects
Work with the Marketing and PR teams to support, organize and host corporate events, including sourcing and booking local venues, negotiating with vendors and catering management
Delegate list management
E-comms (invites, follow-up) via self-servicing templates
Order pitch-book for events, giveaways, print literature, arrange badges
Follow-up with delegates, including CRM maintenance, for such events
Work closely together with employees in other functions, such as advertising, PR, market research and production.
PERSONAL ATTRIBUTES / SKILLS / QUALIFICATIONS:
Previous executive or senior level administrative support experience
Previous marketing and/ or event management experience
Experience in communicating financial matters
Solid understanding of corporate policies and procedures
Highly motivated professional self-starter, with attention to detail
Strong customer service focus
Ability to handle multiple tasks; identify priorities and deadline driven
Strong interpersonal, organizational, time management and people management skills.
Capable of building and maintaining strong relationships with all levels
Must be flexible, continuously willing to learn and should embrace and be motivated by change.
Ability to manage difficult/sensitive situations discreetly and bring to a
successful conclusion, including high ethical standards in all interactions
Must be native in Dutch and fluent in English (spoken and written)
Previous experience of working in the Financial Services industry is desirable
Internal Number: 6146107
About T. Rowe Price International
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