Executive Assistant

The Office of the Chief Operating Officer ("COO") is led by the global COO. The Office of the COO ("OCOO") comprises Operations, Technology, Client Management Unit, Supplier Risk Management, Business Change, Business Management, and Global Real Estate Services ("GRES").

The main function of the Executive Assistant ("EA") role is to provide comprehensive, confidential and professional support to the Chief Operating Officer and Deputy General Manager ICBC Integration BO.

The core hours will be 8.30am to 5pm, however you will be required to work outside your core working hours in order to fulfil the responsibility of your role.

What you’ll be doing

General EA duties include, but are not limited to, the following.

Diary management and support to COO for meeting preparation

• Extensive diary management and appointment prioritisation through effective use of Microsoft Outlook and Microsoft Teams.
• Keeping on top of complex and constantly changing scheduling of meetings, anticipating scheduling problems and dealing with them promptly and efficiently.
• Having a thorough understanding of the upcoming calendar of events and the ability to prioritise accordingly.
• Ensuring the COO and Deputy General Manager ICBC Integration BO are appropriately prepared for all meetings in a timely manner, including preparation and distribution of the relevant paperwork, booking rooms, venues and catering as well as ensuring the required technology is correctly set up.
• Having a thorough understanding of the purpose of the meetings hosted or attended by the COO, of the attendees, and the materials required for the meetings.

Document management

• Working with OCOO Business Management to understand regulatory requirements for the COO as a Senior Manager under the Senior Managers and Certification Regime, and the consequent importance of maintaining records accordingly.
• Ensuring that documents frequently used by the COO (e.g. divisional presentations to Board members) are up-to-date and ready for COO use.
• Performing basic checks, verification and proof-reading of documents in accordance with COO instructions.
• Sending concise, administrative emails on behalf of the COO to internal and external stakeholders using professional language.

Town Halls and other COO-hosted events

• Arranging COO Town Halls including assisting with presentations, arranging meeting rooms and logistics, attendees, guest speakers and catering.
• Arranging other events hosted by COO such as networking events, promotion drinks, project go-live celebration events, breakfasts or drinks with OCOO staff.

External events

• Organizing any required participation in external events such as conferences, training and roundtables.
• Ensuring the COO and Deputy General Manager ICBC Integration BO have the correct support for attending these events such as securing approval, scheduling, preparation of materials and travel booking.
• Dealing with any Gifts & Entertainment requirements associated with the above.
• Organising travel for the COO and Deputy General Manager ICBC Integration BO (domestic and international) including car and hotel bookings, appropriate visas, preparation of travel itineraries, contingency planning and travel security.
• Submitting COO’s expenses in a timely fashion and ensuring they are within company policy.
• Ensuring that COO has submitted the appropriate edays requests.

Stakeholder management / relationship building

• Receiving requests from internal and external stakeholders for meetings and other requirements from the COO and using judgement to manage these requests and requirements professionally.
• Developing and maintaining relationships with other executive assistants and teams across the Bank, both locally and internationally.
• Acting as cover / back-up to other executive assistants where necessary (and vice versa).
• Receiving and screening telephone calls using independent judgment to determine those that require priority attention.
• Manage the OCOO distribution lists, ensuring they are maintained accurately in line with staff movements.
• Work with Business Management team to understand and access distribution lists used by the COO for divisional or Bank-wide communications, ensuring these are ready for COO use.
• General day-to-day administration including photocopying, printing, post, ordering stationery and business cards.
• Raising purchase orders ensuring that all appropriate documentation is signed before submitting for approval.
• Onboarding of new joiners including registration through Signature forms, arranging desk, access pass and providing first point of contact.
• Managing seating and coordinating all desk moves/changes for the OCOO team including the accommodation of new starters or contractors and forward planning of future seating requirements.
• Keeping the IT VIP team updated with regards to expected new staff, thereby reducing the last minute rush to get systems in place before they start.
• Working with IT VIP Helpdesk and Facilities teams to resolve IT, telephony or desk-related problems faced by the COO and Deputy General Manager ICBC Integration BO.
• Assisting OCOO and Deputy General Manager ICBC Integration BO with any Executives visiting from overseas whilst they are working in the London office, including arranging access, seating and IT equirements, etc.
• Adhoc project work as required

What you’ll need to be successful

We’re looking for the following skills and experience. If you don’t have all of these but think you could be a good fit for the role,

• Previous experience of working in financial services, preferably a bank.
• Previous experience of providing direct support to senior executives and leaders, preferably C-suite.
• Knowledge of COO functions, their remit and how they operate.
• Advanced knowledge of MS Word, Excel, Outlook, Teams and PowerPoint. Confident learning new systems such as for travel booking, expenses, gifts and entertainment, etc.
• Very discreet with a solid understanding of what must remain confidential.
• Organised, pro-active individual who is always one step ahead and constantly anticipates the needs of others.
• Ability to quickly familiarize self with organization, its structure, professional culture and build relationships quickly.
• Confident and assertive with the ability to manage upward where necessary.
• Ability to manage a fluctuating workload, keeping occupied during quiet periods whilst remaining calm and resilient under conflicting pressures and alternating demands.
• Ability to engage and deal with diverse cultures and different working styles / approaches, at all levels of seniority.
• Operates effectively both autonomously and within a team

Why should you join us?

ICBC Standard Bank Plc (ICBCS) is a leading financial markets and commodities bank, driven to deliver the right outcomes for our stakeholders, clients, counterparties and markets. We benefit from a unique Chinese and African parentage and an unrivalled global network and expertise. We’re headquartered in London, with operations in Shanghai, Singapore and New York.

We’re a diverse and close-knit global team. We put people first, giving talented, self-driven professionals the flexibility, rewards and freedom to grow their expertise and realise their potential.

Our vison statement, “Be Yourself, Succeed Together” underpins our drive for an open and transparent culture which values difference, enabling everyone to thrive whilst being themselves. We have an active E, D&I forum and we’re growing other employee network groups, including for women and neurodiversity.

We’re committed to the principle of equal opportunities. All applicants will be treated equally and will be considered on their merits and skills without discrimination.

What’s in it for you?

• Financial – market-based pay based on skills and experience, discretionary annual bonus, pension contribution 10% (employee contribution 5%), travel insurance, life assurance and income replacement insurance.
• Hybrid working – the option to work remotely up to two days per week, depending on the role.
• Family - 6 months maternity leave at full pay, 4 weeks paternity leave at full pay and enhanced shared parental leave pay. Coaching for family leave returners and access to emergency care via My Family Care. Paid fertility and miscarriage leave.
• Wellbeing - private medical insurance, Bike2Work scheme, health and fitness subsidy, holiday exchange, Employee Assistance Programme and menopause policy.
• Community – paid volunteering leave and Give As You Earn scheme. Vibrant CSR and engagement forums and fundraising for our charity partners.
• Development – a suite of opportunities to build the skills you need to excel in your role

ICBCS has appointed Robert Walters Outsourcing (RWO) to manage its recruitment process and Preferred Supplier List (PSL). Unsolicited CVs sent directly to ICBCS or its staff from non-PSL agencies will not be accepted and no fees will be paid for such submissions.

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