About this role
Job Responsibilities Executive Secretarial and Calendar Support Provide executive secretarial support to designated senior management of GTFD and GTBD, including calendar management, coordination of internal and external meetings, conference calls, appointments and departmental events. Proactively manage scheduling conflicts, meeting logistics, venue arrangements and required materials to ensure that management time is used effectively and meetings are conducted smoothly. Meeting and Department Coordination Coordinate management meetings, departmental meetings, regional calls and other business forums, including scheduling, logistical arrangements and distribution of meeting materials where required. Provide administrative support for departmental meetings and activities as required. Business Travel and Visitor Arrangements Arrange domestic and international business travel and support visitor arrangements for management and department members, including flight and hotel bookings, ground transportation, visa-related documentation, meeting appointments and travel itineraries. Coordinate with internal departments, overseas offices and external service providers to ensure accurate, timely and policy-compliant travel arrangements. Expense Administration and Payment Support Support the departments’ expense disbursement and staff expense-claim processes, including the collection and checking of supporting documents, preparation or submission of relevant applications, tracking of approval status and maintenance of appropriate records. Assist with Entertainment and Gifts applications, travel applications and other administrative submissions in accordance with applicable internal policies and procedures. Staff Administration Support employee lifecycle administration and departmental administrative processes, including the coordination of onboarding, staff movements and offboarding activities, as well as other day-to-day operational requirements. Collaborate with relevant internal stakeholders to ensure administrative matters are handled efficiently, accurately and in a timely manner. Department Administration Support the coordination and maintenance of departmental schedules, administrative records and other routine departmental information. Assist with the preparation and organization of periodic departmental materials and reports as required. Office and Inventory Administration Coordinate office-administration matters for GTFD and GTBD, including stationery, business cards, printer supplies, shared facilities, document storage and other general office requirements. Monitor inventory levels and arrange replenishment in a timely and cost-conscious manner. Cross-Departmental Coordination Support coordination with relevant internal stakeholders to facilitate smooth communication and efficient administrative operations. Handle information with appropriate professionalism and discretion in the course of daily administrative responsibilities. Operational Support Support the smooth execution of recurring administrative activities and assist in maintaining efficient administrative processes within the department. Address routine administrative matters and escalate issues to the appropriate manager where necessary. Governance and Other Duties Perform assigned responsibilities in accordance with SMBC’s policies and procedures. Support departmental activities and initiatives, and perform other administrative duties assigned by management from time to time. Job Requirements Diploma or bachelor's degree in any discipline, with relevant experience in administrative, secretarial or business support functions preferred. At least 4 to 5 years of relevant experience in executive secretarial, departmental administration or business-support functions, preferably within a financial institution or multinational organization. Good written and verbal communication skills in English. Japanese language or Chinese language capability would be an advantage but is not mandatory. Strong organizational and coordination skills, with the ability to manage multiple schedules, deadlines and priorities. High level of accuracy and attention to detail in handling schedules, expenses, documentation and administrative records. Ability to handle routine administrative matters independently and seek guidance where appropriate. Strong interpersonal skills and the ability to work effectively with senior management, department members and stakeholders across different functions and locations. Demonstrated discretion in handling confidential and sensitive information. Proficiency in Microsoft Outlook, Word, Excel, PowerPoint and Teams, with the ability to learn relevant internal systems. A collaborative and service-oriented approach, with flexibility to support management and departmental administrative activities as required.