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Job Summary
As a member of EAS, the individual contributes towards the provision of administrative support services and business planning support to senior leadership member(s) (also known as Service Recipient) on a hybrid working model under flexible arrangements.
The role holder enjoys the benefits of working flexibly from registered residences (in approved jurisdictions) and/or in the office with fellow team members. This is realised and managed through team roster primarily comprising of Work in Office (“WIO”), Work from Home (“WFH”) and planned leaves, as fulfilment of the Future Workplace Now (“FWN”) employment agreement.
Where the role requires, the individual will also provide leadership capabilities and line management for EAS members.
Key Responsibilities
Strategy o Work closely with the GBS Management and Leadership to drive quality service delivery and standards in EAS as a service.
o Ensure day-to-day operations of the team, adhere to EAS department operating instruction (“DOI”) manual, processes and guidelines. In the course of EAS work, apply all relevant risk, regulatory/compliance, financial, policies/processes and controls for the services rendered.
o Develop relevant process playbooks for EAS.
o In partnership with Group Enablement Services and relevant Standard Chartered Group (“the Group”) leaders, ensure EAS contribute to the Group’s RoTE and support all initiatives laid down in the strategy.
o Ensure day-to-day operations of the team, adhere to EAS department operating instruction (“DOI”) manual, processes and guidelines. In the course of EAS work, apply all relevant risk, regulatory/compliance, financial, policies/processes and controls for the services rendered.
o Develop relevant process playbooks for EAS.
o In partnership with Group Enablement Services and relevant Standard Chartered Group (“the Group”) leaders, ensure EAS contribute to the Group’s RoTE and support all initiatives laid down in the strategy.
Business o Responsible to assist, plan and support the Service Recipient and/or the Group’s leadership, thereby contributing to the delivery of the business and/or financial objectives
o Monitor closely, the development, implementation, and performance of business-critical topics.
o Where applicable and within the responsibilities of the services, advice, guidance, and support to the leadership on managing change; and protect business as usual (“BAU”) capability during any change process
o Review new business requirements and provide solutions, when required.
Financial performance o Adhere to financial controls to ensure performance of SR’s programme or departmental budget – management of costs and recharges, in contribution to the business strategies and plans
o Drive continuous improvements in Productivity and Cost efficiencies
Regulatory and Business Conduct o Display exemplary conduct and live by the Group’s Values and Code of Conduct
o 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
o Effectively and collaboratively identify, escalate, mitigate and resolve risk, conduct and compliance matters
o Monitor closely, the development, implementation, and performance of business-critical topics.
o Where applicable and within the responsibilities of the services, advice, guidance, and support to the leadership on managing change; and protect business as usual (“BAU”) capability during any change process
o Review new business requirements and provide solutions, when required.
Financial performance o Adhere to financial controls to ensure performance of SR’s programme or departmental budget – management of costs and recharges, in contribution to the business strategies and plans
o Drive continuous improvements in Productivity and Cost efficiencies
Regulatory and Business Conduct o Display exemplary conduct and live by the Group’s Values and Code of Conduct
o 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
o Effectively and collaboratively identify, escalate, mitigate and resolve risk, conduct and compliance matters
Governance o Abide and adhere to rules, procedures and processes set out by the Group
o Ensure to understand the principle of governance to identify, manage and monitor risks
o Ensure to understand the principle of governance to identify, manage and monitor risks
Skills and Experience
Risk Management o Responsible to identify, monitor, control, escalate and mitigate any potential risks to the Group
o Ensure keen awareness and understanding of the main risks facing the Group and the role the individual plays in managing them.
o Ensure keen awareness and understanding of the main risks facing the Group and the role the individual plays in managing them.
People and Talent o Embed the Group’s values and code of conduct to ensure adherence with the highest standards of ethics, and compliance with relevant policies, processes and regulations among colleagues to form part of the culture
o Lead by example and build Bank’ culture and values in the team. Set the right expectations to work in collaboration with stakeholders and partners
o Lead by example and build Bank’ culture and values in the team. Set the right expectations to work in collaboration with stakeholders and partners
Processes o Responsible to perform all activities in line with the Group’s policies, guidelines and standards, as per the Operational Risk framework
o Work closely with all EAS leadership and members to ensure quality service is rendered to EAS Service Recipient (“SR”), including planning of backup resources
o Design and ensure that systems, processes and methodologies as specified are followed to ensure effective monitoring, control and support of service delivery.
o Provide support to ensure delivery of objectives in responsibilities of governance, people, financials, regulatory, audits and communications.
o Provide or work with various teams in the preparation/provision/review of useful management information (metrics/reports) which provide overall progress and performance status of GBS - including production huddles, regular updates on key/major happenings and strategy reports and responses to regulators and auditors.
o Work closely with all EAS leadership and members to ensure quality service is rendered to EAS Service Recipient (“SR”), including planning of backup resources
o Design and ensure that systems, processes and methodologies as specified are followed to ensure effective monitoring, control and support of service delivery.
o Provide support to ensure delivery of objectives in responsibilities of governance, people, financials, regulatory, audits and communications.
o Provide or work with various teams in the preparation/provision/review of useful management information (metrics/reports) which provide overall progress and performance status of GBS - including production huddles, regular updates on key/major happenings and strategy reports and responses to regulators and auditors.
Mailbox and Calendar management o Accountable for the active management of the calendar and/or mailbox of the Service Recipient (“SR”) including and not limited to drafting responses on behalf, scheduling appointments, setting reminders, arranging travel, and expenses
o Manage any appointments or scheduling conflicts in the best possible ways
o Collaborate, network and amicably manage challenging conversations with peers and seniors across the Group
o Work closely with stakeholders and ensure that all meetings and appointment details are updated in the SR’s calendar, accurately and timely
o Indicate or flag leaves, working from home schedules, public holidays and travel itineraries on the calendar, where appropriate and applicable
o Manage any appointments or scheduling conflicts in the best possible ways
o Collaborate, network and amicably manage challenging conversations with peers and seniors across the Group
o Work closely with stakeholders and ensure that all meetings and appointment details are updated in the SR’s calendar, accurately and timely
o Indicate or flag leaves, working from home schedules, public holidays and travel itineraries on the calendar, where appropriate and applicable
Meeting Event organisation
o Responsible for the preparation and coordination of meetings including publishing agenda as well as recording minutes and/or actions accurately
o If required, coordinate weekly huddle and track action (follow up with relevant action owners or responsible persons to ensure completion and closure of outstanding actions)
o Where required, book meeting facilities (rooms or communication software such as video or audio-conferencing facilities)
o If participants include external parties for appointments, ensure there is a local support to meet and greet visitors; and abide by local protocols
o Actively participate in all team engagement activities and assist in coordinating activities to make the event(s) successful
o If required, coordinate weekly huddle and track action (follow up with relevant action owners or responsible persons to ensure completion and closure of outstanding actions)
o Where required, book meeting facilities (rooms or communication software such as video or audio-conferencing facilities)
o If participants include external parties for appointments, ensure there is a local support to meet and greet visitors; and abide by local protocols
o Actively participate in all team engagement activities and assist in coordinating activities to make the event(s) successful
Administrative support o Responsible for ensuring adequate office support and 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 or soft copies 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 and/or amend presentations in line with the Group’s style
o Create and/or manage distribution list (apply security mode)
o Raise service requests (“SRM”) for technology-related services
o Assist with SharePoint file system administration (including file management, access, and technical issues)
o Check bills are as per the Group’s T&E or related financial guidelines
o Scan and file all records in softcopy, whilst ensuring details of expenses are recorded in order
o 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)
o Proactively guide service recipient or requester about limits as per Group’s travel and expense policies, before expenses are incurred
o Ensure adherence to budget plans, as required
o Manage filing of hard or soft copies 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 and/or amend presentations in line with the Group’s style
o Create and/or manage distribution list (apply security mode)
o Raise service requests (“SRM”) for technology-related services
o Assist with SharePoint file system administration (including file management, access, and technical issues)
o Check bills are as per the Group’s T&E or related financial guidelines
o Scan and file all records in softcopy, whilst ensuring details of expenses are recorded in order
o 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)
o Proactively guide service recipient or requester about limits as per Group’s travel and expense policies, before expenses are incurred
o Ensure adherence to budget plans, as required
QUALIFICATIONS
Education Bachelor’s Degree / Graduates from a recognised university.
Training Minimum of 5 years of relevant work experience as an Executive Assistant to a C-suite leadership in an international firm preferred.
Having worked in a similar EAS setup will be an added advantage.
Individuals who do not have an EA experience; and have worked in a senior operations environment will be relevant in meeting the requirements.
Licenses Not applicable.
Membership Not applicable.
Certifications Any secretarial course / certification will be an added advantage.
Languages Business English – spoken fluently and excellent writing abilities
Excellent networking and communication skills, with ability to influence and manage stakeholders from various backgrounds, preferably with international exposure.
Others Minimum of 2 years relevant experience in project or operations management.
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.
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