Executive Assistant
- Guangzhou, Guangdong
- Permanent
- Full-time
o Actively manage service recipient's mailbox including and not limited to drafting responses on behalf, scheduling appointments, setting reminders, arranging travel, and expenses
o Manage any appointment/scheduling conflicts in the best possible ways
o Work closely with stakeholders and ensure that all meetings/appointment details are updated in the service recipient's calendar, accurately and timely
o Mark leaves, working from home, public holidays as per locations and travel itineraries on the calendar, where appropriateMeeting/Event management
o Prepare and coordinates meetings including publishing agenda and recording minutes/actions accurately
o Coordinate weekly huddle and track action (follow-up to ensure closure of outstanding actions)
o Where required, pre-book meeting facilities (rooms or communication software such as video or audio-conferencing facilities)
o 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
o Actively participate in all staff engagement activities organised by team members and assist in coordinating activities to make an event successfulKey ResponsibilitiesService deliveryMailbox/Calendar management
o Actively manage service recipient's mailbox including and not limited to drafting responses on behalf, scheduling appointments, setting reminders, arranging travel, and expenses
o Manage any appointment/scheduling conflicts in the best possible ways
o Work closely with stakeholders and ensure that all meetings/appointment details are updated in the service recipient's calendar, accurately and timely
o Mark leaves, working from home, public holidays as per locations and travel itineraries on the calendar, where appropriateMeeting/Event management
o Prepare and coordinates meetings including publishing agenda and recording minutes/actions accurately
o Coordinate weekly huddle and track action (follow-up to ensure closure of outstanding actions)
o Where required, pre-book meeting facilities (rooms or communication software such as video or audio-conferencing facilities)
o 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
o Actively participate in all staff engagement activities organised by team members and assist in coordinating activities to make an event successfulTravel & Expenses management
o Plan itinerary appropriately to ensure sufficient buffer for touch-down and departure for traveller
o Always choose the Bank's or Company's preferred airlines, rails, hotels and transfer options
o Ensure travel-related documents are prepared ahead (including VISA/immigration requirements, etc)
o Proactively guide service recipients or requester about limits as per Bank's travel and expense policies, before expenses are incurred
o Ensure adherence to budget plans, as requiredAdministrative activities
o 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
o Manage filing of hard/softcopies of documents, coordinate the flow of paperwork and apply necessary data restrictions (confidentiality) and access controls
o Provides management information system reports as required
o Create/amend presentation decks in line with the Group's style requirements
o Create/manage distribution list (apply security mode)
o Raise appropriate service requests (SRM) for technology-related services
o SharePoint administration (including file management, access, and technical issues)
o Creating content and update the team's internal website (Bridge page) such as uploading articles, feature writings, proofreading, and formatting
o 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 executiveThird-party supplier and/or vendor management
o Follow up on quotations and select the vendor
o Ensure vendor details are entered in the system and is approved as well
o Raise eProcurement (vendor invoices) and ensure payment are submitted in a timely mannerSkills and Experience
- 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 Blue jeans and Microsoft teams calls, meetings
o 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
o Arrange recruitment huddle with hiring managers for screening, progress updates and finalisation, in the frequency requested by the service recipient
o Understand the Bank's and Company's procedure and rules, around the recruitment and/or onboarding for Non-Employed WorkersProject/change management
o Manage and protect business as usual (BAU) capability during the Change Process
o Provide subject matter expert advice, guidance, and support to the project managers on managing change
o Review new business requirements and provide solutions where requiredQualifications
- 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
- 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
- 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.