Executive Assistant

Executive Assistant

The Office of the Chief Operating Officer (“COO”) is led by the global COO. The Office of the COO (“OCOO”) comprises Operations, Technology, Client Management Unit, Supplier Risk Management, Business Change, Business Management, and Global Real Estate Services (“GRES”).

The main function of the Executive Assistant (“EA”) role is to provide comprehensive, confidential and professional support to the Chief Operating Officer and Deputy General Manager ICBC Integration BO.

The core hours will be 8.30am to 5pm, however you will be required to work outside your core working hours in order to fulfil the responsibility of your role.

What you’ll be doing

General EA duties include, but are not limited to, the following.

Diary management and support to COO for meeting preparation

• Extensive diary management and appointment prioritisation through effective use of Microsoft Outlook and Microsoft Teams.
• Keeping on top of complex and constantly changing scheduling of meetings, anticipating scheduling problems and dealing with them promptly and efficiently.
• Having a thorough understanding of the upcoming calendar of events and the ability to prioritise accordingly.
• Ensuring the COO and Deputy General Manager ICBC Integration BO are appropriately prepared for all meetings in a timely manner, including preparation and distribution of the relevant paperwork, booking rooms, venues and catering as well as ensuring the required technology is correctly set up.
• Having a thorough understanding of the purpose of the meetings hosted or attended by the COO, of the attendees, and the materials required for the meetings.

Document management

• Working with OCOO Business Management to understand regulatory requirements for the COO as a Senior Manager under the Senior Managers and Certification Regime, and the consequent importance of maintaining records accordingly.
• Ensuring that documents frequently used by the COO (e.g. divisional presentations to Board members) are up-to-date and ready for COO use.
• Performing basic checks, verification and proof-reading of documents in accordance with COO instructions.

Written communication

• Sending concise, administrative emails on behalf of the COO to internal and external stakeholders using professional language.

Town Halls and other COO-hosted events

• Arranging COO Town Halls including assisting with presentations, arranging meeting rooms and logistics, attendees, guest speakers and catering.
• Arranging other events hosted by COO such as networking events, promotion drinks, project go-live celebration events, breakfasts or drinks with OCOO staff.

External events

• Organizing any required participation in external events such as conferences, training and roundtables.
• Ensuring the COO and Deputy General Manager ICBC Integration BO have the correct support for attending these events such as securing approval, scheduling, preparation of materials and travel booking.
• Dealing with any Gifts & Entertainment requirements associated with the above.

Travel support

• Organising travel for the COO and Deputy General Manager ICBC Integration BO (domestic and international) including car and hotel bookings, appropriate visas, preparation of travel itineraries, contingency planning and travel security.
• Submitting COO’s expenses in a timely fashion and ensuring they are within company policy.
• Ensuring that COO has submitted the appropriate edays requests.

Stakeholder management / relationship building

• Receiving requests from internal and external stakeholders for meetings and other requirements from the COO and using judgement to manage these requests and requirements professionally.
• Developing and maintaining relationships with other executive assistants and teams across the Bank, both locally and internationally.
• Acting as cover / back-up to other executive assistants where necessary (and vice versa).
• Arranging appropriate holiday cover.

General administration tasks

• Receiving and screening telephone calls using independent judgment to determine those that require priority attention.
• Manage the OCOO distribution lists, ensuring they are maintained accurately in line with staff movements.
• Work with Business Management team to understand and access distribution lists used by the COO for divisional or Bank-wide communications, ensuring these are ready for COO use.
• General day-to-day administration including photocopying, printing, post…