Executive Assistant - British Multinational Bank

JOB SUMMARY:

Executive assistant services (EAS) Team offers end to end administrative and business planning services virtually whilst operating on a hybrid work model. This will enable the individual to work remotely with the Senior Leadership Team, whilst having an opportunity created within the office for onsite training, picking up and sharing best practices with peers.

RESPONSIBILITIES:

Service delivery

Mailbox/Calendar management :

- Actively manage service recipient's mailbox including and not limited to drafting responses on behalf, scheduling appointments, setting reminders, arranging travel, and expenses.

- Manage any appointment/scheduling conflicts in the best possible ways.

- Work closely with stakeholders and ensure that all meetings/appointment details are updated in the service recipient's calendar, accurately and timely.

- Mark leaves, working from home, public holidays as per locations and travel itineraries on the calendar, where appropriate

Meeting/Event management :

- Prepare and coordinates meetings including publishing agenda and recording minutes/actions accurately.

- Coordinate weekly huddle and track action (follow-up to ensure closure of outstanding actions)

- Where required, pre-book meeting facilities (rooms or communication software such as video or audio-conferencing facilities)

- If participants include external parties for physical meeting appointments, ensure there is local support to meet-and-greet visitors and abide by local protocols.

- Actively participate in all staff engagement activities organized by team members and assist in coordinating activities to make an event successful &Travel & Expenses management.

- Plan itinerary appropriately to ensure sufficient buffer for touch-down and departure for traveler.

- Always choose the Bank's or Company's preferred airlines, rails, hotels, and transfer options.

- Ensure travel-related documents are prepared ahead (including VISA/immigration requirements, etc.)

- Be available to support anytime during travel to assist in last minute requests, if any

- Check for traveler's preferences (such as room type, bed type, smoking/non-smoking needs, dietary restrictions, allergies, etc.) and make necessary arrangements accordingly.

- Prior to travel, ensure detailed agenda is provided to traveler, including landmarks, contact persons and references ahead of traveler's itinerary.

- Review and validate any travel and expenses claims submitted for approval.

- Collect all relevant receipts from service recipients or requesters.

- Check bills are as per the Group's Travel & Expenses or related financial guidelines.

- Scan and file all records in softcopy, whilst ensuring details of expenses are recorded in order.

- Enter details in the system with correct code and descriptions; submit for approval and follow-up till completion (approval), providing clarifications as required to claims approver (or approver's delegate)

- Proactively guide service recipients or requesters about limits as per Bank's travel and expense policies before expenses are incurred.

- Ensure adherence to budget plans, as required. & Administrative activities

- Provide office support for service recipients but not limited to ensuring adequate supplies of business cards, arranging software, hardware, stationery, tools and corporate devices and accessories, etc.

- Manage filing of hard/softcopies of documents, coordinate the flow of paperwork and apply necessary data restrictions (confidentiality) and access controls.

- Provides management information system reports as required.

- Create/amend presentation decks in line with the Group's style requirements.

- Create/manage distribution list (apply security mode)

- Raise appropriate service requests (SRM) for technology-related services.

- SharePoint administration (including file management, access, and technical issues)

- Creating content and updating the team's internal website (Bridge page) such as uploading articles, feature writings, proofreading, and formatting.

- Undertake ad hoc assignments or mini projects - project manage appropriately to ensure deliverables are as per target timeline, with regular progress updates provided to stakeholders or accountable executive & third-party supplier and/or vendor management.

- Follow up on quotations and select the vendor.

- Ensure vendor details are entered in the system and are approved as well.

- Raise eProcurement (vendor invoices) and ensure payment is submitted in a timely manner & Recruitment and onboarding support.

- Work closely with Talent Acquisition (TA) to coordinate arrangements - raise job requisition (JR), compile resumes, arrange interviews, update progress tracker and finalize/close JR with TA

- Arrange recruitment huddle with hiring managers for screening, progress updates and finalization, in the frequency requested by the service recipient.

- Understand the Bank's and Company's procedure and rules, around the recruitment and/or onboarding for Non-Employed Workers & Project/change management.

- Manage and protect business as usual (BAU) capability during the Change Process

- Provide subject matter expert advice, guidance, and support to the project managers on managing change.

- Review new business requirements and provide solutions where required & Regulatory and Business Conduct

- Display exemplary conduct and live by the Group's Values and Code of Conduct to Take personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct, across Standard Chartered Bank. This includes understanding and ensuring compliance with, in letter and spirit, all applicable laws, regulations, guidelines and the Group Code of Conduct

- Lead the right environment to achieve the outcomes set out in the Bank's Conduct Principles

- Effectively and collaboratively identify, escalate, mitigate, and resolve risk, conduct and compliance matters.

Other responsibilities:

- Embed Here for good and Group's brand and values in team.

- Perform other responsibilities assigned under Group, Country, Business or Functional policies and procedures.

Regulatory & Business Conduct:

- Display exemplary conduct and live by the Group's Values and Code of Conduct.

- Take personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct, across Standard Chartered Bank. This includes understanding and ensuring compliance with, in letter and spirit, all applicable laws, regulations, guidelines and the Group Code of Conduct.

- Lead to achieve the outcomes set out in the Bank's Conduct Principles

- Effectively and collaboratively identify, escalate, mitigate, and resolve risk, conduct and compliance matters.

Key stakeholders:

- Senior Leadership in the Group

Other Responsibilities:

Embed Here for good and Group's brand and values in GBS India 'Executive Assistant Services'; Perform other responsibilities assigned under Group, Country, Business or Functional policies and procedures; Multiple functions (double hats); [List all responsibilities associated with the role]

Our Ideal Candidate:

- Bachelor's Degree / Graduates from a recognized university.

- 2 - 8 years of relevant work experience as an Executive Assistant, Personal Secretary Administrative Assistant in an international firm preferred.

- Any secretarial course / certification will be an added advantage.