Executive Assistant to APAC Chief Administrative Officer

3 days ago

Singapur, Singapore JPMorgan Chase & Co. Full time

A successful Executive Assistant has excellent interpersonal skills, attention to detail, quality focus, smart, possess a “can-do” attitude, high energy and flexibility to a high-paced deadline driven organization. In this role you will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. 

As an  Executive Assistant to APAC Chief Administrative Officer , you will be responsible for performing an array of administrative functions requiring confidentiality, initiative and sound decision making for the executive, their team of managers, and other stakeholders. You bring years of experience being an Executive Assistant while being very adaptable, and welcoming change. You confidently make independent decisions when handling administrative tasks and communicating at an exceptional standard. You develop an understanding of what matters to the team, and actively apply that knowledge to your day-to-day activities with ownership and ability to multitask and move inside a fast paced changing environment. You act as an owner and a problem solver.

Job responsibilities:

Handle complex and detailed calendars, dealing with multiple and/or urgent meetings, scheduling meetings and conference calls, internally and externally. Handle all associated logistical aspects, including frequent coordination with local and overseas offices around the region and globe Employ good judgment when handling confidential information  Identify and escalate critical issues and follow up with necessary actions Manage professional telephonic, and on-floor visitor support, with ability to address issues and redirect as appropriate, in a timely, appropriate manner with impeccable etiquette Arrange and coordinate complicated domestic and international travel arrangements (air, hotel accommodations and ground transportation); prepare detailed itineraries, required travel visas/documents, and assure accuracy and timely delivery of plans/tickets to travelers  Coordinate schedules and logistics and support overseas VIP visitors to the region  Assist in organizing high quality client or senior internal meetings, in close coordination with internal corporate function teams, internal front office teams, and clients  Manage logistics to execute seamless largescale events (. townhalls, both virtual and in-person) Assist with special projects as necessary for APAC Chief Administrative Officer / APAC CAO team Adhere to control policies and procedures, such as budget and compliance approvals, compliance policies, documentation etc.; act as a subject matter expert for policies and procedures with appropriate record keeping.  Process invoices and T&E expense claims for team members and invoice process for consultants. Open to take on increased and/or new responsibilities

Required qualifications, capabilities, and skills:

Minimum of 8 years’ experience in an Executive Assistant role in financial institutions, including strong experience supporting senior stakeholders Experience with project management and events coordination, comfortable with handling logistics  Strong interpersonal and partnership skills, ., develop relationships with peers, clients etc.  Ability to collaborate and work well with others, with a calm and willing attitude, in a fast-paced and team-orientated environment. Prioritize and simultaneously handle multiple tasks with flexibility. Work with limited supervision, perform under pressure and meet tight deadlines Excellent interpersonal and communications skills, with ability to prepare diligently written internal and external correspondences, proven experience interacting with senior management  Meticulous attention to detail, excellent organizational skills and discretion with confidential information  Strong analytical, problem solving and critical thinking skills Polytechnic diploma holder or equivalent

Preferred qualifications, capabilities, and skills

Secretarial or administrative professional certification a plus

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