Executive Assistant

This job is with Standard Chartered Bank, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.

• As an Executive Assistant and member of EAS, the individual provides administrative support services to senior leadership member(s) (also known as Service Recipient) on a hybrid working model under flexible arrangements.
• The role holder enjoys the benefits of working flexibly from registered residences (in approved jurisdictions) and/or in the office with fellow team members. This is realised and managed through team roster primarily comprising of Work in Office ("WIO"), Work from Home ("WFH") and planned leaves, as fulfilment of the Future Workplace, Now ("FWN") employment agreement.
  

Business

• Responsible to assist, planning and support the Service Recipient and/or the Group's leadership, thereby contributing to the delivery of the business and/or financial objectives

Processes

• Responsible to perform all activities in line with the Group's policies, guidelines and standards, as per the Operational Risk framework

Mailbox and Calendar management

• Accountable for the active management of the calendar and/or mailbox of the Service Recipient ("SR") including and not limited to drafting responses on behalf, scheduling appointments, setting reminders, arranging travel, and expenses
• Manage any appointments or scheduling conflicts in the best possible ways
• Collaborate, network and amicably manage challenging conversations with peers and seniors across the Group
• Work closely with stakeholders and ensure that all meetings and appointment details are updated in the SR's calendar, accurately and timely
• Indicate or flag leaves, working from home schedules, public holidays and travel itineraries on the calendar, where appropriate and applicable

Meeting and/or Event organisation

• Responsible for the preparation and coordination of meetings including publishing agenda as well as recording minutes and/or actions accurately
• If required, coordinate weekly huddle and track action (follow up with relevant action owners or responsible persons to ensure completion and closure of outstanding actions)
• Where required, book meeting facilities (rooms or communication software such as video or audio-conferencing facilities)
• If participants include external parties for appointments, ensure there is a local support to meet and greet visitors; and abide by local protocols
• Actively participate in all team engagement activities and assist in coordinating activities to make the event(s) successful

Administrative support

• Responsible for ensuring adequate office support and not limited to ensuring adequate supplies of business cards, arranging software, hardware, stationeries, tools and corporate devices and accessories, etc
• Manage filing of hard or soft copies of documents, coordinate the flow of paperwork and apply necessary data restrictions (confidentiality) and access controls
• Provides management information system reports as required
• Create and/or amend presentations in line with the Group's style

• Create and/or manage distribution list (apply security mode)
• Raise service requests ("SRM") for technology-related services
• Assist with SharePoint file system administration (including file management, access, and technical issues)
• Create content and update the team's internal website (such as SharePoint or Pulse) by uploading articles, feature writings, proofreading, and formatting in line with the Group's style
• Undertake adhoc assignments or mini projects/initiatives - project manage appropriately to ensure deliverables are as per target timeline, with regular progress updates to stakeholders or accountable executive

Travel and Expenses ("T&E")

• Responsible for planning itinerary to bake in sufficient buffer for touch-down and departure for the traveller
• Always choose the Group's preferred airlines, rails, hotels and transfer options
• Encouraged to leverage in-house EAS travel facilitation desk ("TFD") and abide by the Group's T&E travel guidelines
• Ensure travel-related documents are prepared ahead of trip commencement (including VISA, immigration requirements, etc)
• Be available to support anytime during travel to assist with last minute requests, if any (irrespective of timezone difference)
• Check for traveller'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 traveller, including landmarks, contact persons and references ahead of traveller's itinerary

• Review and validate any travel and expenses claims submitted for approval
• Collect all relevant receipts from service recipients or requester for submission of claims
• Check bills are as per the Group's T&E 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 requester about limits as per Group's travel and expense policies, before expenses are incurred
• Ensure adherence to budget plans, as required

Vendor services requisition

• Raise eProcurement (invoices and purchase orders) for the requisition of vendor services
• Ensure receipt of service is complete and payment duly submitted in a timely manner
• For new-to-Group vendors, ensure the supplier has been onboarded in line with the Supply Chain Management ("SCM") Third-Party Risk Management ("TPRM") framework, policy and guidelines - no vendor services are to be made via personal arrangements and claims via T&E
• For requisition of services and if required to do so, engage respective vendors to provide quotations

Assist with recruitment and onboarding support

• On behalf of the Service Recipient, work with Talent Acquisition ("TA") to coordinate arrangements - raise job requisition ("JR"), compile resumes, arrange interviews, update progress tracker and finalise/close JR with TA
• Arrange recruitment huddle with hiring managers for screening, progress updates and finalisation, in the frequency requested by the Service Recipient
• Understand the Group's procedure and rules, around the recruitment and/or onboarding for Non-Employed Workers

Initiatives or change assistance (support project management office activities)

• Support Service Recipient's to work closely with PM and the regional/local teams on management, project planning, and various management reporting.
• Supports the Service Recipient's to create initiatives and timesheet maintenance in JIRA, Clarity, SharePoint and others
• Liaise with the various stakeholders to obtain status updates.
• Prepare monthly updates of Governance Dashboard for Country / Region.
• Support the Stake holders to organise and co-ordinate country project forum.

Risk Management

• Responsible to identify, monitor, control, escalate and mitigate any potential risks to the Group
• Ensure keen awareness and understanding of the main risks facing the Group and the role the individual plays in managing them.

Regulatory and 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
• Effectively and collaboratively identify, escalate, mitigate and resolve risk, conduct and compliance matters

Key stakeholders

• Service Recipient
• Service Recipient's stakeholders and team
• External suppliers

OTHER RESPONSIBILITIES

• Embed Here for good and Group's brand and values in Executive Assistant Services and during the interaction with Service Recipient's team(s) or business unit(s)
• Perform other responsibilities assigned under Group, Country, Business or Functional policies and procedures

EAS Learning Academy

• Develop and implement learning strategies and programmes that are aligned to EAS function. Co-ordinate with organisation's Learning & Development (L&D) teams whenever required to ensure that latest learnings that are aligned to EAS function are included as part of mandatory EAS learnings.
• Create learning materials and ensure that user manual is reviewed on half-yearly basis to incorporate changes or updates in processes.
• Implement training sessions in different forms such as classroom training, virtual training, e-learning.
• Advance planning of learning sessions.
• Track completion status of assigned e-learnings.

• Track attendance during classroom training and virtual training and publishing the same on a timely basis.
• Work closely with EAS Catalysts to organise learning sessions.
• Work closely with other Leads to ensure learning needs for the team are aligned and updated.
• Ensure that the trainers undergo the "Train the Trainer" programme.
• Ensure that learning events are planned within the allocated cost.

EAS Catalyst

• Effective and timely communication along with collaboration
• Quality and timely execution of initiatives including post event communications.
• EAS Catalysts calendar to be prepared well in advance and relevant internal approvals to be sought.
• Taking responsibility and accountability for quality outcomes.
• Prioritise flexibly and take initiative to deliver with tight deadlines.
• Collaborate internally with other EAs and Leads in organising events.
• Ensure to utilise the cost allocated effectively and work within the budget allocated by the Unit Head for organising events.

• Prepare Newsletters for EAS in liaison with Leads.
• Collaborating for employee volunteering activities and track volunteering on a half-yearly basis
• Effective maintenance of EAS spaces.
• Work closely with Rewards and Recognition ("R&R"), and Learning academy ("L&A") teams to feature nominations during engagement sessions.
• Improve internal comms by ensuring employees get the right information at the right time

R & R

• Ensure compliance with R&R process and in alignment with the Group Rewards and Recognition policy.
• Collaborate effectively with EAS Catalysts to ensure R&R nomination requests and teasers are sent to the team on a timely manner.
• Review R&R process half-yearly and make revisions as required in liaison with the EAS Leads. Stay updated with the latest HR policies.
• Collaborate with EAS Catalysts to host R&R events.

• Office applications and not limited to Outlook, Word, Excel, PowerPoint, Teams, Skype, BlueJeans, Edge, etc
• Business correspondence skills with excellent proficiency of English - written and spoken
• Typing and/or short-hand - good typing speed to record dictation; with excellent accuracy to produce well document and accurate set of meeting minutes
• Experience in hosting and facilitating calls or meetings

• Education Bachelor's Degree / Graduates from a recognised university.
• Having worked in a similar EAS setup will be an added advantage.
• Certifications Any secretarial course / certification will be an added advantage.
• Languages Business English - spoken fluently and excellent writing abilities

We're an international bank, nimble enough to act, big enough for impact. For more than 170 years, we've worked to make a positive difference for our clients, communities, and each other. We question the status quo, love a challenge and enjoy finding new opportunities to grow and do better than before. If you're looking for a career with purpose and you want to work for a bank making a difference, we want to hear from you. You can count on us to celebrate your unique talents and we can't wait to see the talents you can bring us.

Our purpose, to drive commerce and prosperity through our unique diversity, together with our brand promise, to be here for good are achieved by how we each live our valued behaviours. When you work with us, you'll see how we value difference and advocate inclusion.

Together we:

• Do the right thing and are assertive, challenge one another, and live with integrity, while putting the client at the heart of what we do
• Never settle, continuously striving to improve and innovate, keeping things simple and learning from doing well, and not so well
• Are better together, we can be ourselves, be inclusive, see more good in others, and work collectively to build for the long term

In line with our Fair Pay Charter, we offer a competitive salary and benefits to support your mental, physical, financial and social wellbeing.

• Core bank funding for retirement savings, medical and life insurance, with flexible and voluntary benefits available in some locations.
• Time-off including annual leave, parental/maternity (20 weeks), sabbatical (12 months maximum) and volunteering leave (3 days), along with minimum global standards for annual and public holiday, which is combined to 30 days minimum.
• Flexible working options based around home and office locations, with flexible working patterns.
• Proactive wellbeing support through Unmind, a market-leading digital wellbeing platform, development courses for resilience and other human skills, global Employee Assistance Programme, sick leave, mental health first-aiders and all sorts of self-help toolkits
• A continuous learning culture to support your growth, with opportunities to reskill and upskill and access to physical, virtual and digital learning.
• Being part of an inclusive and values driven organisation, one that embraces and celebrates our unique diversity, across our teams, business functions and geographies - everyone feels respected and can realise their full potential.