(Global Markets) Executive Assistant

Responsibilities: 

• Provide confidential secretarial support and ensure Executive Manager’s time and workspace is well managed in a fast paced environment including Executive Manager’s schedule, tracking meetings, external activities (travels, calls, client visits, conferences etc.).
• As applicable, collaborate seamlessly with the secretary team and establish good relationships with other assistants within GM and other Departments within the Bank.

• • Manage travel plans (i.e. flight tickets, hotel bookings, restaurant bookings, etc.) for responsible team members. This includes planning of travel routes with the best fare options in liaison with corporate travel agents and administration of reimbursement and approval process.
  • Manage gift and entertainment claims into system and seek pre-approvals on Compliance required type of expenses.              
  • Assist in administrative IT related matters (including system access rights requests) for the relevant Senior Managers, stationery, equipment and liaison with other teams.
  • Manage leave planner and records.
  • Back up: “Buddy system” – Jointly plan coverage with your back up EA/PA colleague during their absence (lunch break, medical and annual leave) and also to help each other when workload is heavy.                         

• • Help accelerate digitalization of internal administration and originate ideas to be more efficient
  • Encourage team and all GM staff to be mindful of cost every time a decision needs to be made.                        

• • Comply with regulatory requirements and internal guidelines.
  • Ensure appropriate escalation to Management, Business Management, GM OPC or Compliance as appropriate as soon as an issue remains unsolved beyond and above what can be reasonably handled within the considered remit.