JOB CONTENT
ROLE DESCRIPTION AND PURPOSE
- Provision of secretarial and administrative support to Regional Function Heads, Sales, Business leads and team members (e.g. APAC COO, CFO, Compliance).
- To support COO APAC on Facility matters, ensuring efficient functioning of the HK office operation and administration with seamless coordination with the Bank Facility Department and external vendors.
- Ability to liaise confidentially with all levels internally and externally
- Plan and orchestrate work to ensure that team priorities are met, organizational goals are achieved, and best practices are upheld
KEY RESPONSIBILITY
- Assist Regional Heads to manage diaries, (re)arrange meetings, interviews, and conference/seminar registration
- Screen email and ensuring appropriate correspondences are passed to the relevant parties
- Coordinate and organize departmental meetings, including agenda consolidation and taking meeting minutes, when required
- Assist on-boarding of new joiners, such as preparing new joiner orientation agenda; and offboarding of leavers
- Back-up other secretaries as required
- Make travel arrangements for the teams (including air and ground transports, accommodation and visa application) and prepare expense claims for Regional Function Heads
- Manage and maintain departmental e-files and monitor annual leave/ remote working schedule of relevant departments
- Provide administrative support to the concerned department team members (prepare, file, and track all business-concerned expenses, gifts and ensuring all policies are complied)
- Managing stationary inventory, distribution mails, maintaining floor plan, lockers and key control/ arranging with other support departments to facility office repair and maintenance works as required
KEY INTERNAL/ EXTERNAL RELATIONSHIPS
- Internal: Respective team heads, team members and secretaries; and other BNPP offices
- External: Vendor/ service provider
ROLE REQUIREMENTS
ESSENTIAL QUALIFICATIONS & EXPERIENCE
- University degree obtained and minimum 5 years relevant experience with a sizeable International Financial Services Companies, reporting to senior management
- Seeking a sharp, highly organised, internationally-minded and tech-savvy (digital tools as ZOOM, Teams, SharePoint)
- Excellent command of English, Mandarin and Cantonese language and strong communication skills (written and oral)
- A flexible team playing with ability to manage multiple priorities in a fast-paced environment
ESSENTIAL SKILLS / COMPETENCIES (TECHNICAL / BEHAVIOURAL / LEADERSHIP)
- Office Management skills
- Microsoft Words, Excel and PowerPoints
- Concur System