Executive AssistantStandard Chartered

The Role Responsibilities
Job Role
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.
Executive assistants are the last line of defence against errors: Taking on new opportunities and tough challenges with a sense of urgency, energy and enthusiasm. A proactive individual that is focused on attention to detail.
Business
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.
Processes
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 and 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 and 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.
People and Talent
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.
Risk Management
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 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.
Governance
Ensure understand the governance to identify, manage and monitor risks.
Abide and adhere to all rules, procedures and process.
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.
In the course of daily responsibilities, abide by the Bank's Conduct Principles: [Fair Outcomes for Clients; Effective Financial Markets; Financial Crime Compliance; The Right Environment].
Effectively and collaboratively identify, escalate, mitigate and resolve risk, conduct and compliance matters.
Exercise authorities in accordance with the respective regulatory requirements and the Bank's Group Delegation Authorities policies and manual (and act in accordance with Articles of Association.
Key Stakeholders
All Executive Assistant Services ("EAS") members
All EAS service recipients as well as any other Standard Chartered Group colleagues
Other Responsibilities
Embed Here for good and Group's brand and values Across the team policies and procedures; Multiple functions.
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
Our Ideal Candidate
Bachelor's degree / Graduates from a recognised university.
2 - 5 years of relevant work experience as an Executive Assistant, Personal Secretary or Administrative Assistant in an international firm preferred.
Any secretarial course / certification will be an added advantage.
Role Specific Technical Competencies
Microsoft Office applications, including Outlook (Email), Word, Excel, PowerPoint, Chrome, SharePoint, etc
Business correspondence skills with excellent proficiency of English - written and spoken
Typing and / or short-hand - reasonable typing speed to record dictation; with excellent accuracy to produce well document and accurate set of meeting minutes
Experience in handling and hosting Bluejeans and Microsoft teams calls, meetings
­About Standard Chartered
We're an international bank, nimble enough to act, big enough for impact. For more than 160 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:
In line with our Fair Pay Charter, we offer a competitive salary and benefits to support your mental, physical, financial and social wellbeing.
Recruitment assessments - some of our roles use assessments to help us understand how suitable you are for the role you've applied to. If you are invited to take an assessment, this is great news. It means your application has progressed to an important stage of our recruitment process.