Executive Assistant

**Role Title**:Executive Assistant

**Role location**:Singapore

**About Westpac**: We are Australia’s first bank and oldest company, and one of four major banking organisations in Australia. This opportunity sits in our Singapore office working for Westpac Institutional Bank (WIB), the division of Westpac, which services the needs of our corporate, institutional, and governmental clients.

**How will I help?**

Reporting to the CEO Singapore, the Executive Assistant will be providing support to the Asia Head & CEO Singapore and their team including other senior leaders, based on business need and resourcing requirements.

The core activities are to provide administrative support, and business management activities with efficient and effective coordination per business needs.

The Executive Assistant may also be required to support the Reception area as leave cover at times on rotation with other support services staff.

**Key responsibilities will include**:
**General Management**

Provide day to day support for the CEO Singapore and other senior leaders, which includes:

- Calendar management and scheduling of all meetings
- Coordinate team meetings, including agenda management, minute taking, booking meeting rooms and organizing equipment or catering inter alia
- Prepare internal business presentation materials based on Westpac templates and in conjunction with group strategy and senior management, track and follow up action owners.
- Prepare and summarize reports on activity and monthly reporting templates for CEO
- All expense and Corporate Credit Card administration; credit card utilization by the CEO and nominated leaders to be processed and validated within the month following incurrence.
- Create and maintain relevant databases, files and spreadsheets as required
- Produce mandatory and ad-hoc reporting as required
- Assist team with queries, requests and action items as required

**General Administration**:

- Maintain People HQ and People Directory as required including leave tracking, maintain leave and visitor reporting for branch
- Organize onboarding, maintain security and IT access for the team
- Manage administrative projects
- Manage filing and archiving
- Manage leave calendar

**Team specifics**:

- Co-ordinate team meetings and other events
- Manage technology purchase orders coordination
- Asset coordination

**Communications**
- Liaise with external counterparts as nominated by CEO such as Austrade, Australian high commission, EDB and MAS development teams
- Internal communications including newsletters
- Represent the CEO with all related stakeholders in a professional manner

**Meeting Management**
- Manage meeting room bookings
- Welcome guests and internal stakeholders

**Professional Support**
- Support business planning, activity tracking and follow up, external stakeholder liaison and internal communications
- Other professional support requests as directed by the assigned leaders

**What’s in it for me?**

You’ll be joining a highly supportive and collaborative team.

You will have access to a comprehensive range of Westpac benefits including flexibility and various leave entitlements.

**What do I need?**
- Intermediate to Advanced MS Office (Word, PowerPoint, Excel)
- A motivated learner with an interest in acquiring new skillsets and process improvements
- Autonomous worker with the ability to make decisions
- Knowledge of Westpac systems, policies and processes ideal
- Ability to work autonomously and as part of a team, liaising with all levels of the Business and our customers
- Strong organisational, problem solving and communication skills
- Effective business writing skills

**What’s it like to work here?**

When you join, you’ll become part of the broader Westpac Group family - where we aim to be a friendly, switched-on team working for a single purpose - Taking action now to create a better future. As an equal opportunity employer, we’re proud to have created a culture where people can be their best, in an environment that values diversity and flexibility. Within the Westpac Group, you will be part of the Institutional Banking division, where our vision is to be a high performing and innovative institutional bank, committed to enabling the growth of our global clients, our economy, and delivering sustainable shareholder returns.

**How do I Apply?**
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