Executive Assistant

5 days ago

Makati City, National Capital Region, Philippines Standard Chartered Full time

Area of interest: Business Support, Management & Efficiency

The Executive Assistant Services (EAS) Team offers end-to-end administrative and business planning services virtually whilst operating on a hybrid work model. This enables individuals to work remotely with the Senior Leadership Team, while also providing opportunities for onsite training and sharing best practices with peers.

Key Responsibilities

  1. Mailbox/Calendar management
    • Actively manage service recipient's mailbox including drafting responses, scheduling appointments, setting reminders, arranging travel, and managing expenses.
    • Manage any appointment/scheduling conflicts effectively.
    • Work closely with stakeholders to ensure all meetings/appointment details are updated in the service recipient's calendar accurately and timely.
    • Mark leaves, working from home, public holidays, and travel itineraries on the calendar as appropriate.
  2. Meeting/Event management
    • Prepare and coordinate meetings, including publishing agendas and recording minutes/actions accurately.
    • Coordinate weekly huddles and track actions to ensure closure of outstanding items.
    • Pre-book meeting facilities when required.
    • Ensure local support is available for external visitors during physical meetings.
    • Participate in staff engagement activities and assist in coordinating events.
  3. Travel & Expenses management
    • Plan itineraries with sufficient buffer time for travel.
    • Select preferred airlines, hotels, and transfer options.
    • Prepare travel-related documents in advance (including VISA/immigration requirements).
    • Be available to support during travel for last-minute requests.
    • Check for traveler preferences and make necessary arrangements.
    • Provide detailed agendas to travelers prior to travel.
    • Review and validate travel and expense claims submitted for approval.
    • Collect receipts and check bills against the Group's guidelines.
    • Scan and file records electronically and ensure expenses are recorded accurately.
    • Enter details in the system for approval and follow up as needed.
    • Guide service recipients on travel and expense policies before expenses are incurred.
    • Ensure adherence to budget plans.
  4. Administrative activities
    • Provide office support for service recipients, including ensuring adequate supplies of business cards and arranging necessary tools.
    • Manage the filing of documents and apply necessary data restrictions.
    • Provide management information system reports as required.
    • Create/amend presentation decks as per Group's style requirements.
    • Create/manage distribution lists with appropriate security.
    • Raise service requests for technology-related services.
    • Administer SharePoint including file management and technical issues.
    • Update the team's internal website with relevant content.
    • Undertake ad-hoc assignments or mini projects, managing them to ensure timely deliverables.
  5. Third-party supplier and/or vendor management
    • Follow up on quotations and select vendors.
    • Ensure vendor details are entered and approved in the system.
    • Raise eProcurement for vendor invoices and ensure timely payment.
  6. Recruitment and onboarding support
    • Coordinate arrangements with Talent Acquisition for recruitment processes.
    • Arrange recruitment meetings with hiring managers as needed.
    • Understand the Bank's recruitment and onboarding procedures.
  7. Project/Change management
    • Manage business as usual (BAU) capability during the Change Process.
    • Provide expert advice to project managers on managing change.
    • Review new business requirements and provide solutions.
  8. Regulatory and Business Conduct
    • Display exemplary conduct and adhere to the Group's Values and Code of Conduct.
    • Take responsibility for maintaining high ethical standards and compliance.
    • Identify, escalate, mitigate, and resolve risk 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 as assigned.

Our Ideal Candidate

Has a Bachelor's Degree in a relevant course.

Has at least 3 years of relevant work experience as an Executive Assistant, Personal Secretary, or Administrative Assistant, preferably in an international organization.

Has experience 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 with excellent accuracy for meeting minutes.

Has experience handling and hosting virtual meetings using BlueJeans and Microsoft Teams.

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. If you're looking for a career with purpose and want to work for a bank making a difference, we want to hear from you.

Our purpose is to drive commerce and prosperity through our unique diversity. We value difference and advocate inclusion.

Together we:

  • Do the right thing and put the client at the heart of what we do.
  • Never settle, continuously striving to improve and innovate.
  • Are better together, working collectively to build for the long term.
What we offer

In line with our Fair Pay Charter, we offer a competitive salary and benefits.

  • Core bank funding for retirement savings, medical and life insurance.
  • Time-off including annual leave, parental leave, and sabbatical options.
  • Flexible working options based around home and office locations.
  • Proactive wellbeing support through a digital wellbeing platform and other resources.
  • A continuous learning culture with opportunities to reskill and upskill.
  • Being part of an inclusive and values-driven organization.
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