Executive Assistant

Job: Business Support, Management & Efficiency Primary Location: Asia-Indonesia-Jakarta Schedule: Full-time Employee Status: Permanent Posting Date: 04/Apr/2024, 10:28:32 PM Unposting Date: Ongoing

Role Responsibilities

Job Summary

This role is for an Executive Assistant to high-level administrative support for the Indonesia Chief Executive Officer, through effective administration and co-ordination of workflow and time management. This role requires exceptional organizational skills, discretion, and the ability to handle confidential information. Additionally, the Executive Assistant will support the Board of Commissioners (BOC) and provide administrative assistance to the Cluster Head Corporate Affairs and Brand and Marketing (CABM) function, including daily administrative tasks and event coordination.

Key responsibilities include but are not limited to:

Responsibilities

Calendar Management:

• Proactively manage calendar - Coordinate and manage meetings for all external stakeholders, including government officials, regulators, and clients. This includes ensuring schedules are arranged in efficient way and manage conflicting appointments in best possible ways by identifying priorities; monitoring all meeting clashes for all forthcoming meetings (not just that particular day/week), planning the calendar to ensure there is time for travel to the meeting if required and, organising the calendar to ensure the daily schedule is clear.
• Work closely with stakeholders and ensure all preparation and meetings/appointment details are updated in the calendar accordingly. Set meetings in calendar for weekly, bi-weekly and monthly, bi-monthly meetings, including but not limited to committees, 1:1 catch ups with directs, matrix, Regional CEO, and other stakeholders.
• Check if materials have been received and have been provided ahead of time.
• Prepare and maintain a log of all meetings with relevant Regulators, government, and external stakeholders

Correspondence to Regulators and external stakeholders

• Ensure letters to Regulators and government are reviewed and approved by Compliance and relevant CMT (Country Management Team) member, ready for signing by CEO / BOC
• Reviewed such letters to pick up any formatting issues such as incorrect letterhead, fonts, font sizes or errors
• Ensure correspondence from Regulators are forwarded to Compliance, and relevant Heads for action

Coordinate offsites / onsite / Group Visitors, and other Meeting/Event Management

• Work closely with stakeholders on any preparation and execution of events involving CEO, management offsites, and other external engagements, working with BPM (Business Planning Manager) on all preparation and executions.
• Visit of VVIP – co-ordinate itinerary for Group Visitors, work with BPM and relevant unit e.g. security, CABM (Corporate Affairs and Brand & Marketing), Business units, to ensure visits and programme are handled properly and smoothly. The preparation includes but not limited to booking travels, vendor, venue selections arrange meeting rooms, access passes and staff meals, client entertainment. This includes ensuring all necessary approval is in place (G&E (Gift & Entertainment), OBA, T&E (Travel & Expenses)).

Third-party supplier and / or Vendor Management

• Ensure that procurements expenses required CEO approval have been vetted and approved by relevant units prior to approving.
• Raise eProcurement (vendor invoices) and ensure payment are submitted in a timely manner.

3rd party Gift and Entertainment

• Ensure all activities related to 3rd party entertainments are logged accordingly and timely when required as per G&E policy and guidelines.

Adhoc and admin tasks

• Manage necessary approvals for the CEO, ensuring timely processing and compliance with internal policies and procedures. Raise/update Delegated Authority as they arise from direct and matrix reports movements
• Ensure look and feel of CEO’s office space is functional and appropriate for proper representation and receiving high profile visitors.
• Raise IT requests issues experienced by the CEO Office Team, follow up and ensure request is done on time
• Arrange POA when CEO is on leave
• Digital / paper filing of any documents, letter, appointment letters, RMC certificates
• Department PIC for risk management certificates (LSPP)
• Coordinate with Business/internal stakeholder to ensure timely submission of G&E
• Manage Driver to the CEO - Guide and instruct the CEO’s Driver to ensure the CEO always arrive on time for his appointments. Responsible for all tasks related to his remuneration, leave and other adhoc admin.
• Any adhoc admin tasks that arise as needed

Business

Arrange business travel, client entertainment, stakeholder engagements, and manage expenses:

• Plan itinerary travel arrangement per group guidelines – tickets, hotels, expenses.
• Print full travel itinerary including flight details and hotel for custom entry purposes
• Arrange full agenda for the business trip including arranging meetings with the appropriate staff, building access, booking rooms and providing addresses/phone numbers for the locations. In addition, print materials for all meetings that are requested
• Prepare and submit expense reports for the CEO. Establish all expenses comply with the Group Expenditure Policy
• Check through expense reports submitted by CEO direct reports to ensure all expenses comply with the Group Expenditure Policy.
• Check direct reports expenses reports to ensure they comply with the policy and inform the CEO when they can be approved
• Track travel approvals and requests from direct reports
• Raise G&E requests where entertainment is requested by CEO. Ensure expense comply with the Group Entertainment Policy.
• Check and Book restaurant venues, menus, seating plan, colour theme and others that arise.
• Prior to travel, ensure detailed agenda is provided. Ensure to obtain required advanced approval for bookings outside group guidelines and policy.

Support for Board of Commissioners

• Maintain calendar and schedule for BoC
• Assist in the making sure committee materials for CAC, RMC, RNC, and BOC meeting, including agendas, presentations, and reports are distributed on time
• Coordinate logistics for BOC meetings, including venue booking, catering, and equipment setup.
• Maintain accurate records and files related to BOC, including RMC / LSPP, and other documents.
• Ensure LSPP certifications are updated
• Plan travel itinerary, G&E, T&E and other adhoc or admin tasks

Support for CABM

• Event Management - coordinate CEO invites
• CABM Vendor Payment Management - raise PO and pay invoices for CABM related vendors
• CABM Head Support - Calendar Management & Travel arrangements - ensure no duplicate meetings, arrange schedules, book flights & accommodation, etc.

People and Talent

• Drive and embed a strong performance culture through inspiring, motivating among all people

Risk Management

• Recognize and exercise sound commercial judgment & respond and resolve issues appropriately

Governance

• Read, understand and comply with all provisions of the Group Code of Conduct

Regulatory & Business Conduct

• Display exemplary conduct and live by the Group’s Values and Code of Conduct.
• Take personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct, across Standard Chartered Bank. This includes understanding and ensuring compliance with, in letter and spirit, all applicable laws, regulations, guidelines and the Group Code of Conduct.
• Regulatory & Business Conduct

Key stakeholders

Internal Stakeholders

• CEO, BoC, CABM Head
• PAs of CMT members and other department
• PAs of regional and group offices

External Stakeholders

• PA / peers from Bank Indonesia, OJK, PERBINA, British Chambers of Commerce Indonesia, UK-ABC, EU-ABC, Ambassadors (UK, SG, etc), British High Commission, British International Investment, Audax, Green Investment Principles, other chambers of commerce of which the Bank is a member, and organisations that CEO / BoC is involved in.
• PAs to CEOs of clients and other banks

Other Responsibilities

• Embed Here for good and Group’s brand and values Across the team. policies and procedures; Multiple functions.
• Embed Here for good and Group’s brand and values in team
• Perform other responsibilities assigned under Group, Country, Business or Functional policies and procedures

Our Ideal candidate

• Bachelor’s Degree in any field.
• 10+ years of experience providing executive assistant support to senior leaders at top management in a global bank
• Excellent interpersonal skills and assured discretion and confidentiality
• Demonstrable experience juggling daily scheduling tasks, managing diaries and setting up calendar invitations, organising team townhalls and off-sites, managing vendor invoices, arranging business flights and trips and travel and expenses.
• Proven ability to work harmoniously and efficiently with other executive assistants and functional units on-site and in offshore locations
• Able to work with a strong sense of urgency
• Excellent communication skills - written and verbal - in English

Knowledge and Skill

• Length and depth of work experience and a strong network of contacts within the Bank
• Ability to work thru self-initiation and able to show good personality, be helpful and willing to work hard
• Basic understanding of Group/Local strategy of Bank’s operation
• Good administration and organizational skills and time management
• Good interpersonal and communication skills
• Networking and Relationship building skill
• High execution focus and drive for results
• Resourceful, creative and think out of the box

Role Specific Technical Competencies

• Microsoft Office applications, including Outlook (eMail), Word, EXCEL, Powerpoint, Chrome, SharePoint, etc.
• Business correspondence skills with excellent proficiency of English – written and spoken
• Typing and/or short-hand – reasonable typing speed to record dictation; with excellent accuracy to produce well document and accurate set of meeting minutes
• Experience in handling and hosting Blue jeans and Microsoft teams calls, meetings
• Microsoft Office applications, including Outlook (eMail), Word, EXCEL, Powerpoint, Chrome, SharePoint, etc.

About Standard Chartered

Were an international bank, nimble enough to act, big enough for impact. For more than 160 years, weve 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 youre 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 cant wait to see the talents you can bring us.

Our purpose, to drive commerce and prosperity through our unique diversity, together with our brand promise, to be here for good are achieved by how we each live our valued behaviours. When you work with us, youll see how we value difference and advocate inclusion. Together we:

• Do the right thing and are assertive, challenge one another, and live with integrity, while putting the client at the heart of what we do
• Never settle, continuously striving to improve and innovate, keeping things simple and learning from doing well, and not so well
• Be better together, we can be ourselves, be inclusive, see more good in others, and work collectively to build for the long term

In line with our Fair Pay Charter, we offer a competitive salary and benefits to support your mental, physical, financial and social wellbeing.

• Core bank funding for retirement savings, medical and life insurance, with flexible and voluntary benefits available in some locations
• Time-off including annual, parental/maternity (20 weeks), sabbatical (12 weeks maximum) and volunteering leave (3 days), along with with minimum global standards for annual and public holiday
• Flexible working options based around home and office locations, with flexible working patterns
• Proactive wellbeing support through Unmind, a market-leading digital wellbeing platform, development courses for resilience and other human skills, global Employee Assistance Programme, sick leave, mental health first-aiders and all sorts of self-help toolkits
• A continuous learning culture to support your growth, with opportunities to reskill and upskill and access to physical, virtual and digital learning
• Being part of an inclusive and values driven organisation, one that embraces and celebrates our unique diversity, across our teams, business functions and geographies - everyone feels respected and can realise their full potential.

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