Executive Assistant

3 weeks ago

Kuala Lumpur, Malaysia Standard Chartered Full time

**Job**: Business Support, Management & Efficiency

**Primary Location**: Asia-Malaysia-Kuala Lumpur

**Schedule**: Full-time

**Employee Status**: Permanent

**Posting Date**: 17/Mar/2024, 8:35:37 PM

**Unposting Date**: 17/Apr/2024, 5:59:00 PM

**Role Responsibilities**

This role is for an Executive Assistant to support the Chief Executive Officer, who is responsible for the implementation of Standard Chartered’s business strategies and overall Corporate Governance for Standard Chartered Bank Malaysia Berhad and also for the Group’s operations in Malaysia.

**Manage day to day calendar**:

- Proactively manage the calendar. This includes monitoring all meeting clashes for all forthcoming meetings (not just that particular day/week), planning the calendar to ensure there is time for travel to the meeting if required and, organising the calendar to ensure the daily schedule is clear at a quick glance
- Set meetings in calendar for weekly, bi-weekly and monthly, bi-monthly meetings: committees, 1:1 catch ups with directs, matrix, and also Regional CEO Cluster, and Asia CEO. And provide conference dial in details.
- Check if materials have been received and have been provided.
- Ensure any materials required for the meeting are received ahead of time.
- Prepare and maintain a log of all meetings with relevant Regulators for the GRRP.

***Correspondence to Regulators**
- Reviewed such letters to pick up any formatting issues such as incorrect letterhead, fonts, font sizes or errors
- Ensure correspondence from Regulators are forwarded to Compliance, and relevant Heads for action
- Maintain a digital filing of all correspondence with Bank Negara Malaysia as received

***Coordinate offsites / onsite / Group Visitors**
- Coordinate Management offsites hosted by CEO, working closely with the Head of CEO Office, and Director Strategic Initiatives when required
- Tasks may include but are not limited to; book travels, secure venue, arrange meeting rooms, access passes and staff meals
- Co-ordinate itinerary for Group Visitors.
- Tasks may include but are not limited to; book travels, secure venue, arrange meeting rooms, access passes, staff meals, client entertainment meals, consolidating of presentation deck.

**Driver to the CEO**
- Guide and instruct the CEO’s Driver to ensure the CEO always arrive on time for his appointments.
- All tasks related to his remuneration, leave and other adhoc admin.

***Adhoc/admin tasks**
- Ensure look and feel of CEO’s office space is functional and appropriate for proper representation and receiving high profile visitors.
- Raise IT requests issues experienced by the CEO Office Team, follow up and ensure request is done on time
- Raise/update DA as they arise from direct and matrix reports movements
- Update client contact to Camcard and Bank’s data base on timely basis.
- Adhoc admin tasks that arise
- Coordinate with Business/internal stakeholder to ensure timely submission of G&E
- Champion of SCBuy such as onboarding vendors, end to end process of sponsorship

***Business**

Arrange business travel, client entertainment, and manage expenses:

- Book business travels using the preferred airlines/hotels as requested where possible
- Print full travel itinerary including flight details and hotel for custom entry purposes
- Arrange full agenda for the business trip including arranging meetings with the appropriate staff, building access, booking rooms and providing addresses/phone numbers for the locations. In addition, print materials for all meetings that are requested
- Prepare and submit expense reports for the CEO. Establish all expenses comply with the Group Expenditure Policy
- Check through expense reports submitted by CEO direct reports to ensure all expenses comply with the Group Expenditure Policy.
- Check direct reports expenses reports to ensure they comply with the policy and inform the CEO when they can be approved
- Track travel approvals and requests from direct reports
- Raise G&E requests where entertainment is requested by CEO. Ensure expense comply with the Group Entertainment Policy.
- Check and Book restaurant venues, menus, seating plan, colour theme and others that arise.

**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.

**Key stakeholders**

**Internal Stakeholders**
- PAs of Exco members
- PAs of regional and group offices

**External Stakeholders**
- Cordial relationship with peers:

- Bank Negara Malaysia, The Association of Banks in Malaysia, AICB, ABS, British High Commission and British Chamber of Commerce and Industry, chambers of commerce of which the Bank is a mem

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