Executive Assistant - Chennai, Tamil Nadu, India - Standard Chartered
Description
Job:
Business Support, Management & Efficiency
Primary Location:
Asia-India-Chennai
Schedule:
Full-time
Employee Status:
Permanent
Posting Date: 15/Feb/2024, 1:01:45 AM
Unposting Date:
Ongoing
Role Responsibilities
RESPONSIBILITIES
Service delivery
- 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
- Prepare and coordinates meetings including publishing agenda and recording minutes/actions accurately
- Coordinate weekly huddle and track action (followup to ensure closure of outstanding actions)
- Where required, prebook meeting facilities (rooms or communication software such as video or audioconferencing facilities)
- If participants include external parties for physical meeting appointments, ensure there is a local support to meetandgreet 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
- Plan itinerary appropriately to ensure sufficient buffer for touchdown and departure for traveller
- Always choose the Bank's or Company's preferred airlines, rails, hotels and transfer options
- Ensure travelrelated 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/nonsmoking 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 followup 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
- Provides management information system reports as required
- Create/amend presentation decks in line with the Group's style requirements
- Raise appropriate service requests (SRM) for technologyrelated 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
- 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
- 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
- Manage and protect business as usual (BAU) capability during the Change Process
- Review new business requirements and provide solutions where required
- Display exemplary conduct and live by the Group's Values and Code of Conduct
- Take personal responsibility for embeddi
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