JOB SUMMARY

The Executive Assistant will be responsible for efficiently and effectively completing all administration management and providing full EA services to the Global Head of SCM including adhoc support where required. This will include delivering a consistently high level of support and service to benefit key stakeholders, both externally and internally. 

RESPONSIBILITIES

General Administrative duties: 

•    To provide administrative and diary support to the Global Head of SCM; including diary management, prioritisation of simultaneous meeting requests, availability, travel and expenses  
•    Point of liaison to manage internal and external stakeholder calls and appointments and relevant committee meetings associated with the Global Head of SCM being supported  
•    Close coordination with other PAs and BPMs across the Bank to ensure appropriate cascade of updates and information • Administer all relevant system transactions on behalf of the the Global Head of SCMs delegated authority (including travel & expense, employee portal, e-Procurement, IT requests/approvals) 
•    Collation of all relevant papers/documents in advance of meetings to be circulated appropriately when required 
•    Ensure effective communication, discretion and confidentiality is maintained at all times especially where delegated authority to sensitive information has been granted 
• General on-site and in-person administrative duties as required; arranging building passes/floor access, desk and locker allocation, business cards, booking meetings, arranging meeting rooms with refreshments, handling mail, photocopying, scanning and re-assignment of document production where large volumes are required
• Supporting the preparation of sensitive and confidential material and information; including presentations, spreadsheets, papers and other business-related documentation as required by the team
• Effective stakeholder management where meetings need to be delayed / postponed 

• Organisation of logistics for meetings such as team offsites, away days and client events 
• Proactively monitor, manage and communicate annual leave requests for teams where applicable 
• Effective management, prioritisation and routing of verbal and written enquiries, multitasking under pressure whilst remaining calm and professional at all times, and maintaining appropriate, clear, accurate and timely communication with all staff and stakeholders 
• Other general and reasonable administrative duties as requested by the Global Head of SCM being supported including basic budget management, delegated written communication, creation of shared folders, maintenance of mailing distribution lists and communication channels, collation of materials, tracking etc. 

Travel: 

• Preparation of complex travel itineraries, booking flights and transfers, hotel booking and other facilities, handling visa and passport applications etc., in line with SCB travel policies
• Prepare and process travel and expense claims in a timely manner to avoid late payment fees 
• Liaise with local teams to provide relevant briefings ahead of meetings/Townhalls etc. 

Financial and resource management administrative support  

•  Timely and accurate verification and processing of invoices and expense claims in line with SCB expense policies 
•  Provide administrative support in ordering and invoicing on e-procurement, prepare claims for reimbursements of business expenses
•  Prompt escalation of issues to management

Relationship Management  
•    Effective communication with and management of key stakeholders, both internal and external, building trusted and positive relationships to exceed expectations.
•    Effective partnering with other PAs and other support staff in country, region and the broader network, to share knowledge and expertise, and assist with resolving issues

Business
•   Partnering with any/all parts of our business as required by the Managing Directors in Strategy and Talent  

People & Talent

•    Maintain regular channels of feedback with Managing Directors to understand and improve performance

Risk Management
•   Identify, discuss and mitigate risks related to agenda, diary, travel and logistics
•   Adhere to Travel and Expense policies where approving on behalf of the Global Head of SCM – escalate where policy has not been adhered to 

Regulatory & 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.
•    Effectively and collaboratively identify, escalate, mitigate and resolve risk, conduct and compliance matters.

Key Stakeholders

•    Managing Directors in Strategy and Talent 
•    Strategy and Talent Management Team 
•    Sub-function Management Team (e.g., HRMT) 
•    PAs across Strategy and Talent and other businesses and functions
•    Business Planning Managers for Strategy and Talent 
•    Board and Group Management Team where appropriate 
•    External suppliers, clients and contractors where applicable 
•    Other support staff across the organisation 

Our Ideal Candidate

•    5+ years relevant work experience as Personal Assistant in a global, matrixed organisation 
•    Comfortable dealing with multi-cultural and diverse teams, languages and time zones 
•    Responsive and able to pay meticulous attention to detail (particularly in documentation)
•    Expert in microsoft office applications such as Word, Powerpoint, Excel
•    Reliable, discreet and diplomatic
•    A flexible approach to work and proactive
•    A team player who demonstrates good interpersonal skills with ability to prioritise workload and manage conflicting priorities.
•    Self-motivation, confident, enthusiasm and practical application
•    Warm, friendly and amenable when approached by stakeholders 
•    Able to multi-task and manage numerous deliverables effectively
•    Excellent organisational skills
•    High sense of urgency 

Role Specific Technical Competencies
•    Experience in a similar executive/personal support role, dealing with global time-zones, and multiple internal and external stakeholders
•    Strong experience working in financial services
•    Experienced in handling sensitive and highly confidential issues and information
•    Able to exercise good judgment in handling various issues on priority basis, communicating to Managing Directors and other senior executives, meeting tight deadlines
•    Strong experience with MS PowerPoint, Word, & Excel as well as competence on other IT systems

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