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Executive Assistant
Standard Chartered
Makati City, PH
Posted on Standard Chartered website on 18 Mar 2025 (about 1 month ago)
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.
Key Responsibilities
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
Administrative activities
Provide office support for service recipients but not limited to ensuring adequate supplies of business cards, arranging software, hardware, stationeries, tools and corporate devices and accessories, etc
Manage filing of hard/softcopies of documents, coordinate the flow of paperwork and apply necessary data restrictions (confidentiality) and access controls
Provides management information system reports as required
Create/amend presentation decks in line with the Group’s style requirements
Create/manage distribution list (apply security mode)
Raise appropriate service requests (SRM) for technology-related services
SharePoint administration (including file management, access, and technical issues)
Creating content and update the team's internal website (Bridge page) such as uploading articles, feature writings, proofreading, and formatting
Undertake adhoc assignments or mini projects – project manage appropriately to ensure deliverables are as per target timeline, with regular progress updates provided to stakeholders or accountable executive
Third-party supplier and/or vendor management
Follow up on quotations and select the vendor
Ensure vendor details are entered in the system and is approved as well
Raise eProcurement (vendor invoices) and ensure payment are submitted in a timely manner
Recruitment and onboarding support
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
Project/Change management
Manage and protect business as usual (BAU) capability during the Change Process
Provide subject matter expert advice, guidance, and support to the project managers on managing change
Review new business requirements and provide solutions where required
Regulatory and Business Conduct
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
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 assigned under Group, Country, Business or Functional policies and procedures; Multiple functions (double hats);
Has a Bachelor’s Degree in relevant course.
Has at least 3 years of relevant work experience as an Executive Assistant, Personal Secretary Administrative Assistant, preferably in an international organisation.
Has worked 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 to record dictation; with excellent accuracy to produce well document and accurate set of meeting minutes
Has experience in handling and hosting Blue jeans and Microsoft teams calls and meetings
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.
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In line with our Fair Pay Charter, we offer a competitive salary and benefits to support your mental, physical, financial and social wellbeing.