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

• 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
• 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)
• 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 
• Plan itinerary appropriately to ensure sufficient buffer for touch-down and departure for traveller

• Ensure travel-related documents are prepared ahead (including VISA/immigration requirements, etc)
• Check for traveller’s preferences (such as room type, bed type, smoking/non-smoking needs, dietary restrictions, allergies, etc) and make necessary arrangements accordingly
• Review and validate any travel and expenses claims submitted for approval, and collect all relevant receipts from service recipients or requester
• 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
• Manage filing of hard/softcopies of documents, coordinate the flow of paperwork and apply necessary data restrictions (confidentiality) and access controls
• 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)
• 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
• Follow up on quotations and select the vendor and to 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

Qualifications

•    Bachelor’s Degree / Graduates from a recognised university.
•    3 – 7 years of relevant work experience as an Executive Assistant, Personal Secretary Administrative Assistant in an international firm preferred.
•    Any secretarial course / certification will be 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.

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.

Visit our careers website www.sc.com/careers