Executive Assistant

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

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
• Manage filing of hard/softcopies of documents, coordinate the flow of paperwork and apply necessary data restrictions (confidentiality) and access controls
• Provides management information system reports as required
• Create/amend presentation decks in line with the Group’s style requirements
• Create/manage distribution list (apply security mode)
• 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

• 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
  
  

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
• 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
  
  

Key stakeholders

• Senior Leadership in the Group
  
  

Other Responsibilities

• Embed Here for good and Group’s brand and values in GBS India ‘Executive Assistant Services’; Perform other responsibilities assigned under Group, Country, Business or Functional policies and procedures; Multiple functions (double hats);
  
  

Our Ideal Candidate

• Has a Bachelor’s Degree in relevant course.
• Has at least 3 years of relevant work experience as an Executive Assistant, Personal Secretary Administrative Assistant, preferably in an international organisation.
• Has worked with Microsoft Office applications (e.g., Outlook , Word, Excel, Powerpoint) and other applications like Chrome, and SharePoint
• Has excellent business correspondence skills with proficiency in written and spoken English
• Has reasonable typing speed to record dictation; with excellent accuracy to produce well document and accurate set of meeting minutes
• Has experience in handling and hosting Blue jeans and Microsoft teams calls and meetings
  
  

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.