Job Description
About Standard Chartered:
We're an international bank, nimble enough to act, big enough for impact. For more than 160 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.
Job role: Executive Assistant
Location: Chennai & Bangalore
Job type: Full-time (Permanent role)
Ideal Candidate:
• Bachelor’s Degree / Graduates from a recognised university.
• 2 - 5 years of relevant work experience as an Executive Assistant, Personal Secretary or Administrative Assistant in an international firm preferred.
• Any secretarial course / certification will be an added advantage.
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
We're an international bank, nimble enough to act, big enough for impact. For more than 160 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.
Job role: Executive Assistant
Location: Chennai & Bangalore
Job type: Full-time (Permanent role)
Ideal Candidate:
• Bachelor’s Degree / Graduates from a recognised university.
• 2 - 5 years of relevant work experience as an Executive Assistant, Personal Secretary or Administrative Assistant in an international firm preferred.
• Any secretarial course / certification will be an added advantage.
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
💡 Quick Summary
Seeking a career-building opportunity? The Executive Assistant position is now open for candidates interested in the Bank Jobs sector. This role in Chennai offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Bank Jobs is a plus.