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***: 07/Aug/2023, 12:50:15 AM

**Unposting Date***: Ongoing

**Role Responsibilities**

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

**RESPONSIBILITIES**

Executive assistants are the last line of defence against errors: Taking on new opportunities and tough challenges with a sense of urgency, energy, and enthusiasm. A proactive individual that is focused on attention to detail.

**Business**
- Manage and protect business as usual (BAU) capability during the Change Process
- Review new business requirements and provide solutions where required

**Processes**

**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

**People & Talent**
- 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

**Risk Management**
- 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

**Governance**
- Ensure understand the governance to identify, manage and monitor risks
- Abi

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