Executive Assistant

Job Summary- 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.
- Key Responsibilities**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
- Provides management information system reports as required
- Create and/or amend presentations in line with the Group’s style
- 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