Executive Assistant

About BNP Paribas India Solutions:

Established in 2005, BNP Paribas India Solutions is a wholly owned subsidiary of BNP Paribas SA, European Union’s leading bank with an international reach. With delivery centers located in Bengaluru, Chennai and Mumbai, we are a 24x7 global delivery center. India Solutions services three business lines: Corporate and Institutional Banking, Investment Solutions and Retail Banking for BNP Paribas across the Group. Driving innovation and growth, we are harnessing the potential of over 10000 employees, to provide support and develop best-in-class solutions.

About BNP Paribas Group:

Commitment to Diversity and Inclusion:

At BNP Paribas, we passionately embrace diversity and are committed to fostering an inclusive workplace where all employees are valued, respected and can bring their authentic selves to work. We prohibit Discrimination and Harassment of any kind and our policies promote equal employment opportunity for all employees and applicants, irrespective of, but not limited to their gender, gender identity, sex, sexual orientation, ethnicity, race, colour, national origin, age, religion, social status, mental or physical disabilities, veteran status etc. As a global Bank, we truly believe that inclusion and diversity of our teams is key to our success in serving our clients and the communities we operate in.

About Business line/Function:

Global Banking (GB) is one of the three businesses in CIB (along Global Markets and Securities Services). Global Banking offers a full range of products and services to BNP Paribas’ Corporate and Institutional clients globally, including debt financing solutions, mergers and acquisitions, primary activity on the equity markets, cash management and trade finance. Global Banking is also entrusted with the Coverage of the Corporate clients with the mandate to provide them with the breadth and depth of the bank’s services, within and beyond CIB. Integrated and aligned with Global Banking EMEA and Americas, Global Banking APAC has presence in 12 territories across the APAC region and delivers global solutions to our clients, leveraging our global network and our product & sector expertise.

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Reports to: T

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 authorization forms required
• Manage gift and entertainment claims into system and seek pre-approvals on Compliance required type of expenses (pre-authorization 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

Technical & Behavioral Competencies

• 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

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