Senior Executive Assistant to the CEO, US and Americas, Europe, Middle East and Africa

Job Summary The Senior Executive Assistant provides high-level administrative support to the CEO and team, as well as providing administrative support to other internal stakeholders and Management Team as needed. The Senior Executive Assistant acts as the primary point of contact and requires strong organizational skills, excellent communication, and the ability to handle confidential information with discretion.

Key Responsibilities

• Utilize independent judgement to strategically manage the CEO’s desk based on a thorough understanding of key priorities.
• Exercise discretion to escalate issues to the CEO as necessary to avoid risk and ensure compliance with Bank standards.
• Calendar Management: Proactively schedule, organize, and coordinate meetings for the CEO with internal and external stakeholders, team meetings and townhalls, interviews, events and ad hoc meetings per business needs. Reserve meeting rooms and coordinate for video/audio set up and IT support for local and offsite meetings, including when visiting other offices. Make restaurant and venue reservations related to business meetings.
• Meeting notes and reports: Actively participate in various committee and senior meetings, taking comprehensive meeting notes and preparing meeting briefing memos to be shared with senior stakeholders.
• Travel: Independently arrange complex and detailed domestic and international travel itineraries, meeting agendas and logistics coordination between meetings. Obtain relevant cost and business approvals for any out of policy reservation needs following the bank’s travel policy guidelines.
• Visa Preparation: Oversee the preparation and application documentation submission for obtaining business travel visa related to international travel.
• Expense Reports: prepare and reconcile corporate credit card monthly reports, out of pocket expense reports including obtaining receipts and necessary approvals to adhere to corporate expense policy prior to submitting to Accounts Payable in a timely manner.
• Visitors’ support: assist visiting senior management with onsite logistics and administration needs – travel arrangements, ground transportation, meeting rooms and restaurant reservations, office access and visitors’ cards, coordination of client meeting schedule with the local Management Team.
• Serve as the primary liaison with Executive Management offices (US MT, CFO, Global Heads) related to business administrative needs, executive visits and calendar support.
• Email Distribution Management: maintain an up-to-date team email distribution lists.
• Print & bind client presentations: onsite print and bind preparation of client and meeting presentations as needed.
• Handle confidential information: Role requires high level of confidentiality and to ensure correct sensitivity labelling and retention of documents.
• Prioritise conflicting needs, handle matters expeditiously, proactively, and follow through on projects for successful completion, often with deadline pressures.
• Business Events: close working relationship with Brand & Marketing for planning and coordination of business events, roadshows and conferences: venue scouting and research, timeline strategy and business planning coordination, preparation of client invitation list, obtaining Compliance approvals and clearance for any public official attendees or clients with current live deal mandates.
• Catering: order catering and organize onsite set up for company and team meetings and Townhalls.
• Administrative delegate to Corporate Head: Serve as Corporate Head Delegate for review/approvals for expense reports, travel, supply chain invoices, IT requests, HR approvals and raising job requisitions and others.
• Gifts & Entertainment: register any gifts and entertainment received/given by the CEO, in accordance to bank’s policy.
• Sponsorships and Donations: Prepare and submit any sponsorships and donations requests on behalf of the CEO
• IT coordination: log IT tickets and coordinate IT support for the CEO
• Collaboration: Collaborate with the CEO office admin team, BPM and COO to ensure full business support; collaborate with other departments such as HR, Compliance, IT etc to meet all business needs and requirements.

Qualifications

• 10+ years of executive assistant experience preferably supporting C-level individuals
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks and be able to adapt to compe…