Secretary (Banking)

This role is required to provide overall secretarial and administrative support to department heads and respective team members above SVP level

Key Requirements:

• Meeting Scheduling (Internal & Client-facing): Coordinate and arrange schedules for, including meeting setup, venue booking, and logistical arrangements
• Support client event invitations and communicate externally to confirm meeting times and agendas
• Business Travel Arrangements: Liaise with the approved travel agency or HRS booking platform to prepare travel itineraries and obtain management email approvals. Support frequent travel for site visits and meetings in Korea, China, and Singapore
• E&G Application: Prepare E&G applications and verify supporting documents in compliance with bank policies. Provide reminders to the team regarding policy
• Staff Reimbursement and Invoice Processing: Assist in preparing and submitting expense reimbursement requests and vendor invoices
• Ensure all documentation is complete and compliant with bank policies
• Policy Compliance: Ensure adherence to relevant bank policies and maintain proper control and compliance for all above tasks
• Liaison & Cooperation: Collaborate with support functions and assistants within the HK branch and overseas branches to facilitate internal arrangements and assignments
• People Management Support: Support in people management tasks, including onboarding and exit processes for team members (e.g.: EID system, Corp. phone, CIF, BCP RAS, workstation arrangement, business card etc.). Assist with logistical support for overseas visitors (e.g., passes, work desks, office Wi-Fi, BCP applications, restaurant bookings etc.)
• Record Maintenance: Maintain accurate records and files, including chit books, department signature & name stamp lists, and key lists etc.
• Initiatives & Events Support
• Other Ad hoc Tasks: Perform other tasks as assigned by management and department heads