Associate / Associate Level 1 - Executive Assistant

1 week ago

Chennai Tamil Nadu, India BNP Paribas Full time

ASSOCIATE / ASSOCIATE LEVEL 1 - EXECUTIVE ASSISTANT (JOB NUMBER: CIB008461)

Job Title:
Executive Secretary

Date:
April 2024

Department:
Transversal COO Officer

**Location**:
Hong Kong

Business Line / Function:
Global Markets

Reports to:
Local reporting: Shrenik Khajuria

Functional report:
Global Markets - Transversal COO Office

Securities Services - APAC Client Development COO

Grade:
(if applicable)

Number of Direct Reports:
None

Directorship / Registration

None

Position Purpose

**Executive Assistant to Hong Kong and Singapore CIB staff (Smart Office - remote digital coverage)**

**Key Responsibilities**
- Join the 5-member Chennai-based smart office team, which is strategically designed to provide a solid foundation of administrative support for CIB Staff based in Hong Kong and Singapore.
- Provide confidential secretarial support to 7 HK-based Executive managers, and ensure Executive Manager’s time and workspace is well managed in a fast-paced environment including Executive Manager’s schedule, tracking meetings, external activities (travels, calls, client visits, conferences etc.).
- Other administrative support includes the following main items:

- Manage meeting Scheduling, room booking, leave planner and records
- Expenses submission & processing
- Invoices submission & processing
- Travel request processing, including flight tickets, hotel bookings, restaurant bookings, etc. This includes planning of travel routes with the best fare options in liaison with corporate travel agents and administration of reimbursement and approval process.
- Access cards for visitors and any authorisation forms required
- Manage gift and entertainment claims into system and seek pre-approvals on Compliance required type of expenses (pre-authorisation and bulk approval).
- Assist in administrative IT related matters (including system access rights requests) for the relevant Managers, stationery, equipment, and liaison with other teams.
- Coordinate on a monthly basis the circulation of 3 management reports related to team leave, CSR level and team training.
- Back up other team members & other personal assistant based in Hong Kong in case of absence or leave, and also help each other during heavy workload period.
- As applicable, collaborate seamlessly with the assistant teams based in Hong Kong and Singapore and establish good relationships with assistants based in other locations or with other Departments within the Bank.
- Contribute to the initiatives / projects spearheaded by functional managers including:

- o Help accelerate digitalization of internal administration and originate ideas to be more efficient- o Encourage team and all Global Markets and Securities Services staff to be mindful of cost every time a decision needs to be made.- Contribute to BNPP permanent control framework and comply with relevant internal procedures and code of conduct. In particular,
- o Comply with regulatory requirements and internal guidelines.- o Act as a gatekeeper of pre-approvals for expenses & invoices- o Ensure appropriate escalation to local and functional management or Compliance as appropriate as soon as an issue remains unsolved beyond and above what can be reasonably handled within the considered remit.- Escalate issues, concerns and critical questions to local and functional management timely

**Primary Location**: IN-TN-Chennai

**Job Type**: Standard / Permanent

**Job**: SECURITY OR FACILITIES MANAGEMENT

**Education Level**: Bachelor Degree or equivalent (>= 3 years)

**Experience Level**: At least 5 years

**Schedule**: Full-time

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