Job Summary

As an Executive Assistant and member of EAS, the individual provides administrative support services to senior leadership colleagues (also known as Service Recipient) on a hybrid working model under flexible arrangements.  

The role holder enjoys flexible work arrangements, enabling the employee to work from a registered residence (within approved jurisdictions) or the office, in accordance with the Future Workplace, Now (“FWN”) employment agreement. This is realised and managed through a structured roster, incorporating Work in Office (“WIO”), Work from Home (“WFH”), and planned leave allocations.

Key Responsibilities

Business
•    Responsible to assist, plan and support the Service Recipient (“SR”) 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 accordance with the Group’s policies, guidelines and standards, as per the Operational Risk framework.
•    Leverage approved digital, AI-enabled and collaboration tools to enhance productivity, simplify processes, and ensure compliance with data governance requirements.
•    Timely and accurate updates in ProHance are essential to enable effective capacity assessment and support informed load-balancing decisions.

Regulatory and Business Conduct
•    Exercise sound judgement, maintain strict confidentiality, and promptly escalate any accidental access to sensitive information. Where access to sensitive information is required, declare and obtain the necessary approvals in accordance with policy.
•    Display exemplary conduct and live by the Group’s Values and Code of Conduct serving as a role model for integrity, accountability, and professionalism.
•    Support the Group strategy by fostering a strong risk and control culture, driving operational excellence, promoting responsible innovation, and ensuring that all activities are conducted in a safe, compliant, and sustainable manner
•    Take personal responsibility and uphold the highest standards of ethics, regulatory compliance, and business conduct, ensuring adherence to all applicable laws, regulations, policies, guidelines, and the Group Code of Conduct in both letter and spirit.

Mailbox and Calendar management
•    Accountable for the active management of the calendar and/or mailbox of the SR including and not limited to drafting responses on behalf, scheduling appointments, setting reminders, arranging travel, and expenses.
•    Proactively manage leadership capacity, ensuring time is aligned to strategic priorities, key stakeholders and critical business objectives
•    Optimise prioritisation, focus time and operational efficiency through digital tools and insights
•    Collaborate, network and amicably manage challenging conversations with peers and seniors across the Group.
•    Anticipate scheduling risks, competing priorities and stakeholder requirements; make recommendations to optimise leader effectiveness and decision-making
•    Indicate or flag leaves, working from home schedules, public holidays and travel itineraries on the calendar, where appropriate and applicable
•    Members delegated with mailbox access by their service recipients are required to inform their respective people leaders upon receiving such delegations and if there is any visibility to sensitive information due to such delegation.
•    Members should be able to provide the back up support for the members who is on leave based on the arrangements and agreement with the Senior leaders. Displaying the teamwork by acting responsibly when the work is delegated

Meeting and/or Event organization
•    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)
As required, coordinate and arrange meeting facilities, including booking meeting rooms or providing access to communication platforms such as video or audio-conferencing tools.
•    If meetings include external parties, ensure there is a local support available to meet and greet visitors; and abide by local protocols. Actively participate in all team engagement activities and assist in coordinating the same to make the event(s) successful.

Administrative support
•    Responsible for ensuring adequate office support, including but 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.
•    Provide management information system reports as required.
•    Create and/or amend presentations in line with the Group’s branding guidelines. 
•    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 accordance with the Group’s brand guidelines.
•    Undertake adhoc assignments or mini projects/initiatives – project manage effectively to ensure on time completion of deliverables, providing regular progress updates to stakeholders or accountable executive/s.

Travel and Expenses (“T&E”)
•    Responsible for planning itinerary to include sufficient buffer time 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 time zone 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 and bills submitted for approval, ensuring adherence to T&E or related financial guidelines.
•    Collect all relevant receipts from service recipients or requester for submission of claims.
•    Scan and file all records in softcopy, whilst ensuring details of expenses are recorded in order.
•    Ensure accurate entry of details into the system with correct code and descriptions; submit for approval and progress till completion (approval), providing clarifications as required to the 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.
•    Leverage digital tools, to monitor expense submissions and identify recurring issues, opportunities for improvement or policy non-compliance.

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 SR, 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 SR’s to work closely with PM and the regional/local teams on management, project planning, and various management reporting.
•    Support SR’s to create initiatives and timesheet maintenance in JIRA, Clarity, SharePoint and other platforms as may be applicable.
•    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.

Digital literacy, innovation and continuous improvement
•    Champion digital adoption by leveraging approved technologies, automation and AI-enabled solutions to improve productivity and service delivery.
•    Actively identify and implement opportunities to simplify processes, eliminate inefficiencies and improve stakeholder experience.
•    Use data and insights to recommend operational improvements and support informed decision-making.

Risk Management    
•    Responsible to identify, monitor, control, escalate and mitigate any potential risks to the Group.
•    Ensure a strong awareness and understanding of the key risks facing the Group and the role the individual plays in managing them.

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 including EAS led initiatives and campaigns
•    Share best practices, lessons learned, and process improvement opportunities while contributing to knowledge-sharing, capability-building, and a culture of continuous learning and operational excellence across EAS

•    If applicable, EAS Learning Academy    

•    Develop and implement learning strategies and programmes that are aligned to EAS function and future workforce needs. 
•    Partner with the Bank’s Learning & Development (L&D) teams, as needed, to ensure EAS curricula remain current, relevant and aligned to evolving business, technology and regulatory requirements.
•    Develop learning materials and ensure that user manual is reviewed on half-yearly basis to reflect process, policy and technology updates.
•    Deliver and coordinate learning through multiple channels, including classroom, virtual, digital and self-directed learning platforms
•    Management and maintenance of Lighthouse tool, timely publication of relevant communications, training materials and reports/records
•    Advance planning of learning sessions
•    Track completion status of assigned e-learnings and publish records in a timely manner.
•    Track attendance of both classroom and virtual training and publish the records in a timely manner.
•    Work closely with other EAS squads to organise learning sessions.
•    Work closely with the 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.

•    If applicable, 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 and relevant internal approvals sought well in advance.
•    Taking responsibility and accountability for quality outcomes
•    Prioritise flexibly and take initiative to deliver within tight deadlines.
•    Collaborate internally with other EAs and Leads in organising events.
•    Ensure effective utilisation of allocated budget and operate within financial limits set 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 Champions Board, and Learning academy ("L&A") teams to feature nominations during engagement sessions.
•    Enhance internal communication by ensuring employees receive accurate and timely information. 

•    If applicable, EAS Champions Board    

•    Ensure compliance with EAS Champions Board process and in alignment with the Group Appreciate policy.
•    Collaborate effectively with EAS Catalysts to ensure Champions Board nomination requests and teasers are sent to the team on a timely manner.
•    Review Champions Board 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 Champions Board events.

Skills and Experience

•    Office applications and not limited to Outlook, Word, Excel, PowerPoint, Teams, Skype, 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

Qualifications

Education
•    Bachelor’s Degree / Graduates from a recognised university.

Training
•    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
•    Proficiency in additional international languages is an added advantage

About Standard Chartered

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

What we offer

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.