Executive Assistant

Job ID: 41870
- Location: Chennai, IN
- Area of interest: Technology
- Job type: Regular Employee
- Work style: Office Working
- Opening date: 9 Oct 2025 - **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 individual to work remotely with the Senior Leadership Team, whilst having there is an opportunity created within the office for onsite trainings, picking up and sharing best practices from peers.-
**Key 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 a local support to meet-and-greet visitors and abide by local protocols
- Actively participate in all staff engagement activities organised 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 traveller
- 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 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
- 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 requester 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, stationeries, tools and corporate devices and accessories, etc- Provides management information system reports as required
- Create/amend presentation decks in line with the Group’s style requirements- Raise appropriate service requests (SRM) for technology-related services
- SharePoint administration (including file management, access, and technical issues)
- Creating content and update the team's internal website (Bridge page) such as uploading articles, feature writings, proofreading, and formatting
- Undertake adhoc 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 is approved as well
- Raise eProcurement (vendor invoices) and ensure payment are 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 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 Bank’s and Company’s procedure and rules, around the recruitment and/or onboarding for Non-Employed Workers
- **Project/change management**
- Man