Role Responsibilities Job SummaryThis role is for an Executive Assistant to high-level administrative support for the Indonesia Chief Executive Officer, through effective administration and co-ordination of workflow and time management. This role requires exceptional organizational skills, discretion, and the ability to handle confidential information. Additionally, the Executive Assistant will support the Board of Commissioners (BOC) and provide administrative assistance to the Cluster Head Corporate Affairs and Brand and Marketing (CABM) function, including daily administrative tasks and event coordination.Key responsibilities include but are not limited to:ResponsibilitiesCalendar Management: Proactively manage calendar - Coordinate and manage meetings for all external stakeholders, including government officials, regulators, and clients. This includes ensuring schedules are arranged in efficient way and manage conflicting appointments in best possible ways by identifying priorities; monitoring all meeting clashes for all forthcoming meetings (not just that particular day/week), planning the calendar to ensure there is time for travel to the meeting if required and, organising the calendar to ensure the daily schedule is clear.Work closely with stakeholders and ensure all preparation and meetings/appointment details are updated in the calendar accordingly. Set meetings in calendar for weekly, bi-weekly and monthly, bi-monthly meetings, including but not limited to committees, 1:1 catch ups with directs, matrix, Regional CEO, and other stakeholders. Check if materials have been received and have been provided ahead of time.Prepare and maintain a log of all meetings with relevant Regulators, government, and external stakeholders Correspondence to Regulators and external stakeholders Ensure letters to Regulators and government are reviewed and approved by Compliance and relevant CMT (Country Management Team) member, ready for signing by CEO / BOCReviewed such letters to pick up any formatting issues such as incorrect letterhead, fonts, font sizes or errors Ensure correspondence from Regulators are forwarded to Compliance, and relevant Heads for action Coordinate offsites / onsite / Group Visitors, and other Meeting/Event Management Work closely with stakeholders on any preparation and execution of events involving CEO, management offsites, and other external engagements, working with BPM (Business Planning Manager) on all preparation and executions. Visit of VVIP – co-ordinate itinerary for Group Visitors, work with BPM and relevant unit security, CABM (Corporate Affairs and Brand & Marketing), Business units, to ensure visits and programme are handled properly and smoothly. The preparation includes but not limited to booking travels, vendor, venue selections arrange meeting rooms, access passes and staff meals, client entertainment. This includes ensuring all necessary approval is in place (G&E (Gift & Entertainment), OBA, T&E (Travel & Expenses)). Third-party supplier and / or Vendor Management Ensure that procurements expenses required CEO approval have been vetted and approved by relevant units prior to approving. Raise eProcurement (vendor invoices) and ensure payment are submitted in a timely manner. 3rd party Gift and Entertainment Ensure all activities related to 3rd party entertainments are logged accordingly and timely when required as per G&E policy and guidelines. Adhoc and admin tasks Manage necessary approvals for the CEO, ensuring timely processing and compliance with internal policies and procedures. Raise/update Delegated Authority as they arise from direct and matrix reports movementsEnsure look and feel of CEO’s office space is functional and appropriate for proper representation and receiving high profile visitors. Raise IT requests issues experienced by the CEO Office Team, follow up and ensure request is done on timeArrange POA when CEO is on leaveDigital / paper filing of any documents, letter, appointment letters, RMC certificatesDepartment PIC for risk management certificates (LSPP)Coordinate with Business/internal stakeholder to ensure timely submission of G&EManage Driver to the CEO - Guide and instruct the CEO’s Driver to ensure the CEO always arrive on time for his appointments. Responsible for all tasks related to his remuneration, leave and other adhoc admin.Any adhoc admin tasks that arise as needed BusinessArrange business travel, client entertainment, stakeholder engagements, and manage expenses: Plan itinerary travel arrangement per group guidelines – tickets, hotels, expenses. Print full travel itinerary including flight details and hotel for custom entry purposesArrange full agenda for the business trip including arranging meetings with the appropriate staff, building access, booking rooms and providing addresses/phone numbers for the locations. In addition, print materials for all meetings that are requestedPrepare and submit expense reports for the CEO. Establish all expenses comply with the Group Expenditure Policy Check through expense reports submitted by CEO direct reports to ensure all expenses comply with the Group Expenditure Policy.Check direct reports expenses reports to ensure they comply with the policy and inform the CEO when they can be approved Track travel approvals and requests from direct reportsRaise G&E requests where entertainment is requested by CEO. Ensure expense comply with the Group Entertainment Policy.Check and Book restaurant venues, menus, seating plan, colour theme and others that arise. Prior to travel, ensure detailed agenda is provided. Ensure to obtain required advanced approval for bookings outside group guidelines and policy. Support for Board of Commissioners Maintain calendar and schedule for BoCAssist in the making sure committee materials for CAC, RMC, RNC, and BOC meeting, including agendas, presentations, and reports are distributed on timeCoordinate logistics for BOC meetings, including venue booking, catering, and equipment setup.Maintain accurate records and files related to BOC, including RMC / LSPP, and other documents.Ensure LSPP certifications are updatedPlan travel itinerary, G&E, T&E and other adhoc or admin tasks Support for CABM Event Management - coordinate CEO invites CABM Vendor Payment Management - raise PO and pay invoices for CABM related vendorsCABM Head Support - Calendar Management & Travel arrangements - ensure no duplicate meetings, arrange schedules, book flights & accommodation, etc. People and Talent Drive and embed a strong performance culture through inspiring, motivating among all people Risk Management Recognize and exercise sound commercial judgment & respond and resolve issues appropriately Governance Read, understand and comply with all provisions of the Group Code of Conduct Regulatory & Business Conduct Display exemplary conduct and live by the Group’s Values and Code of Conduct. Take personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct, across Standard Chartered Bank. This includes understanding and ensuring compliance with, in letter and spirit, all applicable laws, regulations, guidelines and the Group Code of Conduct.Regulatory & Business Conduct Key stakeholdersInternal Stakeholders CEO, BoC, CABM HeadPAs of CMT members and other departmentPAs of regional and group offices External Stakeholders PA / peers from Bank Indonesia, OJK, PERBINA, British Chambers of Commerce Indonesia, UK-ABC, EU-ABC, Ambassadors (UK, SG, etc), British High Commission, British International Investment, Audax, Green Investment Principles, other chambers of commerce of which the Bank is a member, and organisations that CEO / BoC is involved in.PAs to CEOs of clients and other banks Other Responsibilities Embed Here for good and Group’s brand and values Across the team. policies and procedures; Multiple functions.Embed Here for good and Group’s brand and values in teamPerform other responsibilities assigned under Group, Country, Business or Functional policies and procedures Our Ideal candidate Bachelor’s Degree in any field.10+ years of experience providing executive assistant support to senior leaders at top management in a global bankExcellent interpersonal skills and assured discretion and confidentiality Demonstrable experience juggling daily scheduling tasks, managing diaries and setting up calendar invitations, organising team townhalls and off-sites, managing vendor invoices, arranging business flights and trips and travel and expenses.Proven ability to work harmoniously and efficiently with other executive assistants and functional units on-site and in offshore locationsAble to work with a strong sense of urgencyExcellent communication skills - written and verbal - in English Knowledge and Skill Length and depth of work experience and a strong network of contacts within the BankAbility to work thru self-initiation and able to show good personality, be helpful and willing to work hardBasic understanding of Group/Local strategy of Bank’s operationGood administration and organizational skills and time managementGood interpersonal and communication skillsNetworking and Relationship building skillHigh execution focus and drive for resultsResourceful, creative and think out of the box Role Specific Technical Competencies Microsoft Office applications, including Outlook (eMail), Word, EXCEL, Powerpoint, Chrome, SharePoint, etc.Business correspondence skills with excellent proficiency of English – written and spokenTyping and/or short-hand – reasonable typing speed to record dictation; with excellent accuracy to produce well document and accurate set of meeting minutesExperience in handling and hosting Blue jeans and Microsoft teams calls, meetingsMicrosoft Office applications, including Outlook (eMail), Word, EXCEL, Powerpoint, Chrome, SharePoint, etc.