Associate Level 1 / Senior Associate - Executive Assistant

Position Purpose

Executive Assistant to Hong Kong and Singapore CIB staff (Smart Office - remote digital coverage)

Responsibilities

• Join the 5-member Chennai-based smart office team, which is strategically designed to provide a solid foundation of administrative support for CIB Staff based in Hong Kong and Singapore.
• Provide confidential secretarial support to HK / SG based Executive managers.
• Manage calendar and meeting Scheduling
• Support Managers and team members in:
• Room booking, leave planner and records
• Expenses submission & processing
• Invoices submission & processing
• Travel request processing, including flight tickets, hotel bookings, restaurant bookings, etc. This includes planning of travel routes with the best fare options in liaison with corporate travel agents and administration of reimbursement and approval process.
• New joiner onboarding (IT applications, phone, access card, work desk requests, etc.)
• Access cards for visitors and any authorisation forms required
• Manage gift and entertainment claims into system and seek pre-approvals on Compliance required type of expenses (pre-authorisation and bulk approval).
• Assist in administrative IT related matters (including system access rights requests) for the relevant Managers, stationery, equipment, and liaison with other teams.
• Back up other team members & other personal assistant based in Hong Kong in case of absence or leave, and also help each other during heavy workload period.
• As applicable, collaborate seamlessly with the assistant teams based in Hong Kong and Singapore and establish good relationships with assistants based in other locations or with other Departments within the Bank.
• Contribute to BNPP permanent control framework and comply with relevant internal procedures and code of conduct. In particular,

o Comply with regulatory requirements and internal guidelines.

o Act as a gatekeeper of pre-approvals for expenses & invoices

o Ensure appropriate escalation to local and functional management or Compliance as appropriate as soon as an issue remains unsolved beyond and above what can be reasonably handled within the considered remit.

Escalate issues, concerns and critical questions to local and functional management timely

• Graduate degree in business, finance or economics preferred
• Minimum of 5 years of relevant experience preferably at a financial institution
• Excellent communication skills, excellent English level (written and verbal)
• Diligent and assertive
• Self-motivated and result-driven
• Organizational and interpersonal skills