Senior Officer, Executive Assistant, Legal Compliance And Secretariat

Job Description and Requirements:
Logistics and Admin Work:

Logistics for colleagues travelling from SG (Hotel/ Car Booking). Making reservation for Lunch and Dinners in Hotels. Conference room booking for them. Daily Pantry arrangement. Setting up meeting with various stakeholders and BU/SU heads like RMG, IBG, CBG, GTS, T&O-Operations etc. Travel bookings for India audit team. Setting up meetings during each audit with various stakeholders and BU/SU heads at pre audit stage. This also involves setting up meetings during each audit at time of Issue Discussion with various stakeholders. This involves checking calendar of various parties involved, booking conference rooms. It is to be done multiple times as each Issue Register discussion happens over multiple days before the same is finally agreed upon by all stakeholders. Arrangements for trainings. Making reservation for Lunch. Conference room booking. Participant email and follow up emails to participants. Managing the HODs office. Liaising with external parties in the organization for induction and basic setup of new joinees in the department. Department Secretariat – This includes being one point contact for the department as and when the need arises.

Others Dept related tasks:

Other Social Initiative/ CSR work like making basic email invite, presentations, co-ordination with various stakeholders etc.

Maintaining Expenses bills file.

Key Responsibilities

• Managing the meeting schedules. Organize critical meetings basis the guidance from department head and ensure adequate technical arrangements for the meetings - VC (Video Conference) & AC (Audio Conference)
• Capturing the minutes and actionable of the weekly team meetings and do a follow-up to ensure closure on the actionable.
• Centralization and record keeping of actionable from senior management reviews and ensuring timely closure of actionable through follow-ups
• Ensuring timely business compliances from all asset teams on pre-defined activities like Vendor/Partner SLAs submissions in GRC, Invoice submissions, Agreement consolidations
• Creation and Access management of a central repository of different product/partnership documents.
• Organize and prepare for meetings (monthly team gatherings, critical internal meetings, external meetings), including gathering documents and attending to logistics of meetings
• Support the Head Audit in managing the day to day tasks, inventory management, printing and critical document transfers.
• Consolidate the list of WeTQ reward nominations across the asset teams and submit it for department head’s review. Also post the approval, enter the winner details in the WeTQ portal.
• Centralize the Leaves and Travel expenses for the Asset and Strategic Alliances team
• Support in making any Domestic & Foreign travel arrangements, bookings and coordination.
• Visitor Management. Support in making requisite arrangements for any foreign delegate
• Maintaining various MIS reports and publish them to Asset leadership stakeholders for any escalation/decision.
• Help staff with Visiting Cards printing

Required Experience

• Minimum 3-4 years of experience of working as Executive Assistant to Department Head

Education & Preferred Qualifications

• Graduate

Core Competencies

• Good communication skills
• Understanding of Microsoft Office
• Time-management skills
• Strong service orientation

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