Job Description

Responsibilities

• Coordinate calendars and schedules to ensure effective time management and prioritization of engagements where necessary.
• Own the setup of meetings across multiple time zones, booking of rooms and ensuring audio / video facilities runs smoothly prior to meeting commencement
• Own the organization of events / offsites by booking rooms or venues and coordinating F&B requirements so that events run without disruption.
• Prepare materials for internal and external mandates e.g., presentations, spreadsheets, management reports, agendas to a professional standard, maintaining attention to detail
• Establish rapport and trust to be able to handle extensive telephone and email correspondence on the senior manager’s behalf.
• Facilitate the senior managements travel plans, including planning and booking detailed travel itineraries (flights, hotels, visas, related COVID entrance requirements and related building accesses), organizing travel meetings and prompt reimbursement of travel expenses.
• Prepare and submit expense claims promptly and accurately including corporate AMEX card and cash expenses for reimbursement.
• Coordinate office supplies, seating plans and office moves to ensure efficient use of office resources, handling purchase orders and expense / invoice processing in a timely manner.
• Coordinates on-boarding of new employees and contractors to minimize set-up time.
• Work well with other personal assistants where necessary to ensure support needs are covered during e.g., short-term absence.
• Provide administrative support for project work and ad hoc activities when necessary.
• Coordinate and manage departmental documents, team leave schedule, and various system accesses
• Maintain the Dept deal log which lists clients, deal team members, meeting dates, status description and other necessary notes
• Assist the Dept COE team in supporting transaction teams and clients on the Dept engagements
• Own and manage the organization of APAC Quarterly Townhouses, including confirmation of identified speakers and other programmatic details
• Support senior management in engaging partner institutions (e.g., SGX, MAS, key global clients, select regional banks) by helping to organize focused seminars and workshops
• Own and manage the logistical details for the Annual Asia Conference on behalf of the Bank
• Support the Dept COE team on reviewing and editing communications documents (e.g., quotes for media articles, internal deal alerts) and work with communications staff on associated logistics
• Work with the Bank’s communications team to support external communications
• Interest in getting operationally involved in the workflow of the Dept COE, demonstrated through interest in learning about client engagements, understanding the purpose/functions of the Dept COE and curiosity to conceptually understand the Dept financing

• Interest in learning and getting involved in operational work that expands the boundaries of traditional personal assistant functions
• Proven administrative experience in a similar role, assisting senior management.
• Excellent oral and written communication skills, demonstrating a passion for quality and attention to detail.
• Good organizational skills and the ability to prioritize workflow, demonstrating flexibility when handling multiple tasks.
• Ability to meet with clients and communicate with them with confidence.
• Demonstrated ability to work well under pressure in a fast-paced environment.
• Proven ability to drive assignments autonomously and interact self-confidently with senior management, demonstrating resilience.
• Excellent computer skills, email application and basic experience of working with databases.
• Ability to work well in virtual teams in matrix organizations.
• Ability to be proactive, adapt to changes and has a positive outlook on feedbacks given by others