Management Secretary Bis Innovation Hub

**Management Secretary**

The Bank for International Settlements (BIS) is hiring for a Management Secretary in the BIS Innovation Hub (BISIH).

**Purpose of the job**:
As a Management Secretary, you will directly support the work of the Head of the BISIH. You will perform diverse administrative and secretarial functions requiring excellent organisation skills, initiative with sound judgment, precision, confidentiality, diplomacy, and handling of multiple priorities with timely follow-through. You will act as a link between internal and external contacts and the Head of the BISIH, who is a member of the Bank’s Executive Committee. You will cooperate closely with the Strategy & Operations unit.

**By joining the BIS IH team, you will**:

- Join a collaborative multi-national environment with innovative work-methods
- Have a broad scope of duties including supporting the Head of the IH on a wide variety of tasks
- Benefit from working in a unique, international environment that offers flexible, hybrid working options with a blend of onsite work from our central office location in Basel and home office.

**Principal Accountabilities**:

- **Administrative support for the Head of the BISIH**

**Scheduling and time management**

Schedules internal and external appointments for the Head of the BISIH. Keeps the office diaries and files containing relevant documentation for forthcoming appointments and meetings up to date. Coordinates the arrangements for meetings and prepares and distributes related documentation.

**Communication**
Processes, prioritizes, and follows up on incoming and outgoing mail and phone calls for the Head of the BISIH. Keeps track of pending correspondence and ensures timely follow-up, including on external invitations received by the Head of the BISIH and, on an ad hoc basis, by the General Manager’s Office. Prepares draft responses, fields phone calls, responds to general requests and addresses issues as appropriate. Acts with tact and discretion and shows initiative. Handles a data bank of contacts for the Head of the BISIH.
Liaises with the BIS Communications unit on the Head of the BISIH’s media activity and publicity of presentations and speeches delivered by her/him during business trips. Organizes interviews with journalists.

**Travel management**
Organizes business trips, arranges travel appointments, coordinates presentations and speeches given by the Head of the BISIH, and liaises with host institutions. Compiles and processes all travel-related documentation and expenses. Keeps the Head of the BISIH informed of relevant developments during the absence.

**Preparation of documents and filing**
Coordinates the arrangements for conferences and workshops chaired by the Head of the BISIH.
Coordinates the Head of the BISIH’s press remarks. Submits papers authored by the Head of the BISIH to journals and periodicals and keeps BISIH publications database and BIS author profile up to date.
Prepares program for visitors. Produces various types of internal and external correspondence (mainly in English). Proof-reads communications and obtains requisite approvals. Prepares documentation of a confidential nature. Ensures appropriate distribution. Maintains and develops an efficient office filing system.

**Official entertainment**
Work on arrangements for official events hosted by the Head of the BISIH (lunches, dinners and farewell cocktails).
- **Administrative support for the BISIH**

Organizes and administers the work of the BISIH Management Team, including scheduling and preparing the agendas for weekly Management Team meetings and compiling summaries of such meetings. Organizes BISIH Management retreats.
Assists in ensuring the effective administration of the BISIH Secretariat. Supports the Head of the BISIH and the Head of Strategy and Operations in the administration of the BISIH Secretariat by organizing meetings, responding to correspondence, and liaising between members of the Secretariat. Assists members of the BISIH Secretariat in responding to requests from other parts of the BIS.
Assists the Head of the BISIH in organizing and supervising the work of the BISIH Hub Centers.

**Office technology**

**Qualifications, skills, and experience**:

- At least five years’ secretarial and administrative experience in a financial institution.
- Higher education or equivalent work experience
- Sound judgment and discretion. Ability to analyse information, provide insight to identify issues, and communicate recommendations. Multi-tasking, standout colleague, tactful, fast learner.
- Ability to produce high-quality work and to remain calm, efficient, and flexible under stress.
- Excellent organisation and time management skills, accuracy, speed and attention to detail.
- Flexibility regarding working hours given that the BISIH centres are located in Europe, Asia and the Americas
- Excellent communication skills and ability to edit texts in English.

**Who we are**:
**What the BIS