Associate/Analyst, Executive Secretary and Department Administrative Assistant, Group Operations Capability Centre (GOCC), Group COO
DBS · Singapore
Business Function
Group Operations enables and empowers the bank with efficient, nimble and resilient processes through a strategic focus on productivity, quality & control, technology, people capability and innovation. In Group Operations, we manage the majority of the Bank's operational processes and inspire to delight our business partners through our multiple banking delivery channels.
Group Ops Capability Centre (GOCC) was formed to accelerate innovation via development and deployment of AI capabilities and COE setups, and at the same time to ensure resiliency and standardisation. The function also holds the mandate to oversee digital transformation initiatives across the 3 Lines of Business Ops (LOBOs), Customer Service Hub (CSH), and Operations COO functions.
Responsibilities
Executive Secretary to the Managing Director
- Manage the Managing Director’s calendar, appointments and daily administrative needs.
- 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.
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 CentralJob:
COO Office/Business Mgt & SupportSchedule:
RegularEmployee Status:
Full time