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Asset Management - COO - Team Secretary (1-year contract)

mid · Asset Management

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)

Asset Management - COO - Team Secretary (1-year contract)