Job Title: Client Administration Officer
Office: Brussels
Reports to: Office Manager
Position Status: Full-time/Part-time
Function: To provide comprehensive administrative support to Client Relationship Managers (also called Senior Financial Advisor or Private Wealth Manager). To leverage the CRM’s time and to successfully service TreeTop clients, in cooperation/coordination with the other CAOs and support staff.
Essential Duties and Responsibilities:
Administration and Secretarial Responsibilities:
1. Managing calendar with an understanding of business priorities to offer alternatives, tradeoffs, and consideration of the most efficient use of CRM’s time.
2. Managing and screening all calls and mail.
3. Developing working relationships with clients, other CRMs, and other members of TreeTop staff.
4. Coordinating room reservations and logistics.
5. Maintaining active communication to ensure adequate service level.
6. Organizing and maintaining filing system.
7. Handling incoming and outgoing mail as well as e-mails.
8. Preparing PowerPoint presentations.
9. Managing the client database (CRM Microsoft Dynamics): creation, update, following strictly the internal authorization procedures.
Back Office Responsibilities:
1. Bank account openings in coordination with the Compliance Officer.
2. Input and follow up of financial orders and investments (in TreeTop Funds), handling all the administrative duties.
Event Responsibilities:
1. Coordinating room reservations and logistics.
2. Event support: sending invitations, handling the list of participants, being present during events.
3. Managing the client database (CRM Microsoft Dynamics): creation and follow up of events, following strictly the internal authorization procedures.
Qualifications and Key Competencies:
1. Ideally: secretarial degree/certificate, at least five years progressive secretarial experience (partly in a professional services firm preferred).
2. Excellent written and spoken French and/or Dutch; good knowledge of Dutch and/or French and English.
3. Having an affinity with numbers.
4. Superior communication skills, informally within the firm and with clients. Deal well with ambiguity.
5. Ability to comprehend both the context and specifics in problem-solving situations.
6. Organization and time management capabilities.
7. Prioritization of multiple tasks with long- and short-term response requirements.
8. Extensive use of Windows and software used at TreeTop (Outlook, PowerPoint, Word, Excel, and CRM Microsoft Dynamics).
9. Excellent detail orientation and accuracy.
10. Ability to contribute and work cohesively in a strong team playing environment.
11. Competent and professional bearing towards clients and colleagues.
12. Service-oriented and proactive, self-starting attitude.
13. Independent and structured work style; effectiveness in priority setting and coordinating workload.
14. Ability to work under occasional stress.
15. Flexibility and responsiveness, maturity, reliability, and absolute trustworthiness.
16. Dedication and motivation.
17. Appropriate treatment of confidential information.
18. To be an active member of the TreeTop community, to be a positive influence on others at TreeTop.
19. To represent TreeTop to clients and other external parties according to the highest possible standards.
This job description is not meant to imply that these are the sole standards for this position. At any time the employee may be asked to perform other related duties.
Seniority Level
Entry level
Employment Type
Full-time
Job Function
Administrative
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