Associate/Analyst, Executive Secretary and Department Administrative Assistant, Group Operations Capability Centre (GOCC), Group COO

Coordinate meetings, conference calls, room bookings and workspace arrangements.

Prepare agendas, materials, meeting minutes and action items, and circulate them promptly.

Track meeting decisions and follow up on action items.

Arrange travel, visas and itineraries, process claims, and maintain records.

Support stakeholder lunches, skip-level sessions, offsites, conferences and other corporate engagement responsibilities.

Manage communications and collaboration tools, including video conferencing, SharePoint and distribution lists.

Department Administrative Assistant

Office Administration:

Maintain & refresh the filing systems of the dept, inventory-in-use by the staff (e.g. laptops, corporate mobile lines, door and turnstile Access, power-to-sign, corporate taxi services, etc.).

Update internal organization charts & directories, and distribute as required.

Drive onboarding / offboarding of the dept. staff.

Manage training reminders to ensure timely completion by the staff.

Assist project teams with calendar & conference rooms’ scheduling.

Expense management & tracking:

Execute invoice-payments and corporate claims within timely manner, while ensuring compliance to approved budgets & governance requirements.

Manage licenses for GOCC teams and conduct regular usage-monitoring as part of annual budgeting / forecasting.

Workspace champion:

As department workplace champion, manage the various workspaces of the function (incl. renovation), and staff seating arrangements / allocations – in adherence to the staff work-from-home schedules.

Dept offsites & events:

Manage end-to-end logistics for dept. engagement events & offsites, including venue-bookings & meal arrangements.

Liaise with the vendors to ensure timely, accurately and meticulous end-to-end arrangements are made and delivered.

Drive POP (People of Purpose) events and other People Engagement & festive arrangements.

Fire Warden and BCP (Biz Continuity Planning) Coordinator:

Act as dept’s Fire-warden and BCP (Biz Continuity Planning) coordinator and ensure timely completion of the necessary drills & BCP plans documentation.

Requirements

Minimum Experience: Minimum Diploma holder, with at least 5 years of secretarial and administrative experience. Experience working with senior management is preferred.

Skills: Strong organizational skills, inventory management and filing, financials management, clear verbal and written communication, problem solving, and familiarity with standard office software (e.g. Microsoft Office 365)

Attributes: Proactive, independent, meticulous, can multi-task, good time manaegment, reliability, commitment to confidentiality and decorum, high EQ.

Apply Now

We offer a competitive salary and benefits package and the professional advantages of a dynamic environment that supports your development and recognises your achievements.

Location:

DBS Asia Central

Job:

COO Office/Business Mgt & Support

Schedule:

Regular

Employee Status:

Full time