Secretary

Job Description & Requirements

Job Summary
To provide comprehensive secretarial and administrative support to the APAC Chief Operating Officer such as managing his calendar and meeting priorities, expenses claims, and travel itinerary. In addition, he/she is expected to assist in providing administrative support to the wider COO office, including other departments as required, particularly in relation to business travel arrangements

The role also assists in the broader administrative running of the branch, including vendor engagements, facilities management and office supplies. In such capacity, he/she works in liaison with Head of Corporate Services who supervises these areas.

Main Responsibilities
Provide secretarial support to the COO, APAC

• Manage the COO’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 office and other departments

Office Management and Administrative Support

• 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

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