Lead, Executive Assistant Services

Job Description

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

• Applicable only for Lead role
• Work closely with the EAS Management and Leadership to drive quality service delivery and standards in EAS as a service.
• 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.
• Develop relevant process playbooks for EAS;
• 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.

• 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
• Monitor closely, the development, implementation and performance of business-critical topics.
• 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
• Review new business requirements and provide solutions, when required.
• Financial performance Applicable only for Lead role
• Adhere to financial controls to ensure performance of EAS budget management of costs and recharges, in contribution to the business strategies and plans
• 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
• 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
• Effectively and collaboratively identify, escalate, mitigate and resolve risk, conduct and compliance matters

• Raise eProcurement (invoices and purchase orders) for the requisition of vendor services
• Ensure receipt of service is complete and payment duly submitted in a timely manner
• For new-to-Group vendors, ensure the supplier has been onboarded in line with the Supply Chain Management (SCM) Third-Party Risk Management (TPRM) framework, policy and guidelines no vendor services are to be made via personal arrangements and claims via T&E
• For requisition of services and if required to do so, engage respective vendors to provide quotations
• Assist with recruitment and onboarding support
• On behalf of the Service Recipient, work 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 Group's procedure and rules, around the recruitment and/or onboarding for Non-Employed Workers
• Initiatives or change assistance (support project management office activities)
• Current statements proposed are not applicable we need appropriate ones from the general PMO JD

• Service Recipient
• Service Recipient's stakeholders and team
• External suppliers

• Embed Here for good and Group's brand and values in Executive Assistant Services and during the interaction with Service Recipient's team(s) or business unit(s)
• Perform other responsibilities assigned under Group, Country, Business or Functional policies and procedures

• Responsible for planning itinerary to bake in sufficient buffer for touch-down and departure for the traveller
• Always choose the Group's preferred airlines, rails, hotels and transfer options
• Encouraged to leverage in-house EAS travel facilitation desk (TFD) and abide by the Group's T&E travel guidelines
• Ensure travel-related documents are prepared ahead of trip commencement (including VISA, immigration requirements, etc)
• Be available to support anytime during travel to assist with last minute requests, if any (irrespective of timezone difference)
• 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 for submission of claims
• Check bills are as per the Group's T&E 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 Group's travel and expense policies, before expenses are incurred
• Ensure adherence to budget plans, as required

• 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
• Manage filing of hard or soft copies of documents, coordinate the flow of paperwork and apply necessary data restrictions (confidentiality) and access controls
• Provides management information system reports as required
• Create and/or amend presentations in line with the Group's style
• Create and/or manage distribution list (apply security mode)
• Raise service requests (SRM) for technology-related services
• Assist with SharePoint file system administration (including file management, access, and technical issues)
• Create content and update the team's internal website (such as SharePoint or Pulse) by uploading articles, feature writings, proofreading, and formatting in line with the Group's style
• Undertake adhoc assignments or mini projects/initiatives project manage appropriately to ensure deliverables are as per target timeline, with regular progress updates to stakeholders or accountable executive

• 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
• Manage any appointments or scheduling conflicts in the best possible ways
• Collaborate, network and amicably manage challenging conversations with peers and seniors across the Group
• Work closely with stakeholders and ensure that all meetings and appointment details are updated in the SR's calendar, accurately and timely
• Indicate or flag leaves, working from home schedules, public holidays and travel itineraries on the calendar, where appropriate and applicable

• Responsible for the preparation and coordination of meetings including publishing agenda as well as recording minutes and/or actions accurately
• 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)
• Where required, book meeting facilities (rooms or communication software such as video or audio-conferencing facilities)
• If participants include external parties for appointments, ensure there is a local support to meet and greet visitors; and abide by local protocols
• Actively participate in all team engagement activities and assist in coordinating activities to make the event(s) successful

• Applicable only for Lead role
• 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
• Lead by example and build Bank culture and values in the team. Set the right expectations to work in collaboration with stakeholders and partners

• Responsible to perform all activities in line with the Group's policies, guidelines and standards, as per the Operational Risk framework
• Applicable only for Lead role
• Work closely with all EAS leadership and members to ensure quality service is rendered to EAS Service Recipient (SR), including planning of backup resources
• Conduct timely effective service review meetings and record minutes with service recipients
• Design and ensure that systems, processes and methodologies as specified are followed to ensure effective monitoring, control and support of service delivery.
• Provide support to ensure delivery of objectives in responsibilities of governance, people, financials, regulatory, audits and communications.
• 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.

• Applicable only for Lead role
• Abide and adhere to rules, procedures and processes set out by the Group
• Ensure to understand the principle of governance to identify, manage and monitor risks

• Responsible to identify, monitor, control, escalate and mitigate any potential risks to the Group
• Ensure keen awareness and understanding of the main risks facing the Group and the role the individual plays in managing them.
• Be accountable for identification and escalation of potential risks and issues to EAS Management Team; and relevant Group Non-Financial Risk Committees
• Ensure periodic reviews and maintenance of documents such as Department Operating Instructions (DOI), SLA, risk register and other framework documents
• Ensure data breached are handled and recorded appropriately
• Ensure that the team members adhere to the risk standards and protocols as part of Mandatory Conduct Requirements (MCR)
• Collaborate with Learning Academy to curate risk based topics and create learning materials or presentations to create risk awareness and refresher sessions for EAS members
• Collaborate with GBS Governance, Country Compliance teams, IGA, Legal and other stakeholders periodically to stay aligned to the Group's updates on risk management. Escalate issues as appropriate and record relevant actions

• Office applications and not limited to Outlook, Word, Excel, PowerPoint, Teams, Skype, BlueJeans, Edge, etc
• Business correspondence skills with excellent proficiency of English written and spoken
• Typing and/or short-hand good typing speed to record dictation; with excellent accuracy to produce well document and accurate set of meeting minutes
• Experience in hosting and facilitating calls or meetings

Qualifications

• Bachelor's Degree / Graduates from a recognised university.

• 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.

• Any secretarial course / certification will be an added advantage.

• 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.

• Applicable only for Lead role
• Minimum of 2 years relevant experience as a People Manager and operational management.

About Standard Chartered

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.

• 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

• 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.