Executive Assistant (40000027)

Job Purpose

The job holder serves as the primary point of contact for internal and external parties on all matters pertaining to the Division and provides high level and confidential support to the administration of the Division. The job holder serves as a liaison to the Head of the Division, CEO Office, Chairman Office, Board of Directors Office, senior leadership teams as well as organizes and coordinates special projects, business documentation and executive outreach.

Key Accountabilities (1)

Executive Management Support
- Work closely with the Head of Division to keep informed of upcoming commitments and responsibilities.
- Check and control all documentations/reports submitted to the Head of Division and other parties.
- Advise the Head of Division on appropriate handling of matters across the organization.
- Monitor operational performance updates, summarize and report on monthly/quarterly results for the Division.
- Supervise the implementation of decisions, directives and tasks assigned by the Head of Division.
- Coordinate across Divisions, Committees and Councils in organizing meetings, preparing documents and meeting minutes.
- Assist the Head of Division in internal and external relations by following up on contacts made to cultivate ongoing relationships.
- Keep track of the Head of Division calendar and manage work schedules and meetings for the Head of Division efficiently.
- Arrange and handle all logistics for executive management meetings and events, draft agendas, develop, compile and distribute presentation materials.
- Assist with special projects, prepare correspondences, maintain contact lists and follow up on progress.
- Prioritize inquiries and requests while troubleshooting conflicts.
- Make good judgement and recommendations to ensure smooth day-to-day engagements within and across Divisions.
- Prioritise and determine suitable actions, referrals or response to reflect the Head of Division's work style and organization policy.
- Provide corporate level event management support as required.

Key Accountabilities (2)

Key Accountabilities (3)

Key Relationships - Direct Manager

Title of Head of Division (example, Chief Human Resources Officer)

Key Relationships - Direct Reports

Key Relationships - Internal Stakeholders

Head of Divisions, Head of Functions, CEO Office, Chairman Office, BOD Office

Key Relationships - External Stakeholders

External authorities, partners, agencies and organizations

Success Profile - Qualification and Experiences

- A Bachelor's degree or higher in Finance, Banking, Business Administration or required discipline
- At least 7 years of relevant working experience providing executive management support
- Experience in banking operations is preferred
- High degree of professionalism in dealing with diverse groups of people (Chairman, Board Members, Head of Divisions, employees, partners)
- Expert proficiency with Microsoft Office, desktop publishing software with ability to design and edit graphic presentations and materials
- Strong organization skills and attention to detail
- Strong verbal and written communication skills
- Ability to complete tasks and projects with little or no guidance
- Ability to react with appropriate sense of urgency to situations and events that require quick response
- Ability to maintain a high level of integrity and discretion in handling confidential information
- Business English standard of proficiency as required for the role