Corporate Services Assistant

Job Description & Requirements

Job Summary
The incumbent is responsible for assisting the smooth functioning of the Corporate Services Department covering vendor engagements, facilities management, office supplies procurement and other matters requiring administrative support. In the aforementioned roles, the incumbent reports directly to Head of Corporate Services.

The incumbent is also required to provide standard secretarial duties to the APAC Chief Operating Officer such as managing his calendar and meeting priorities, expenses claims, and travel itinerary.  In addition, he/she will also be responsible for business travel and accommodation bookings for team members in the COO Department, and the Investments Department.

Main Responsibilities
Office Management and Administrative Support  

• Support the day-to-day operation of the office by coordinating administrative activities
• Manage office supplies, stationery and pantry inventory to ensure adequate stock levels.
• Process office-related purchase requests, invoices and administrative documentation in accordance with Bank’s procedures.
• Organize document destruction services for employees and liaise with vendors for file archiving activities.
• Support office events and other operational activities.
• Coordinate maintenance, servicing and repairs with building management and external service providers

Provide secretarial support to the COO, APAC

• Manage the COO, APAC’s daily priorities, ensuring efficient coordination of administrative activities
• Handle confidential information with professionalism, discretion and integrity
• Ensure all business claims and travel expenses are submitted expeditiously

Calendar, Meeting and Travel Management

• Manage the COO’s calendar, appointments and meeting schedule, ensuring effective prioritization of commitments.
• Anticipate scheduling conflicts and proactively recommend appropriate solutions
• Coordinate internal and external meetings, including meeting logistics, agenda preparation and minute taking where required.
• Arrange business travels, including flights, accommodation, ground transportation and travel itineraries for the COO, APAC and his COO team as well as the Investments Department.

Stakeholder Coordination and Team Support

• Build effective working relationships with internal departments and external parties.
• Act as a back-up and cover reception when required
• Coordinate with Head of Corporate Services on office management and renovation matters
• Support Head of Corporate Services in her absence with urgent requests for authorized signatories’ specimen signatures, and filing of corporate secretarial matters with the agencies in APAC within their regulatory timelines.
• Respond to administrative enquiries promptly and provide effective support to the business.

Requirements

• Diploma in related discipline
• Minimum 5 years of relevant experience
• Good working knowledge of computer software such as Microsoft Excel, Word and Powerpoint, etc.