Senior Administrative Assistant

To provide Administrative Assistance and Support in the Office of the Group CEO thus enabling the Group CEO’s office to operate smoothly and effectively in meeting its objectives.

MAIN DUTIES & RESPONSIBILITIES:

To provide specific administrative support to the Office of the Group CEO through, but not limited to:

• Schedule & Meeting Management

  • Works closely with the Direct Team Leader to support in the monitoring and management of the Group CEO’s Schedule by scheduling meetings as agreed and monitoring appointments

  • Schedules and follows up with meeting invitees to ensure confirmation of attendance and coordinate relevant documentation for the respective meetings;

  • Act as Secretary for assigned meetings chaired by the Group CEO’s Office, for entities within the JMMB Group, by taking minutes and making all necessary arrangements regarding the successful execution of the meetings:

    • Administrative services include: documenting of minutes, Circulation of Agendas, circulation of agreed meeting outputs, and logistics and coordination support for the effectiveness of all meetings

    • Responsible for managing and coordinating refreshments for meetings, as required.

    • Set up meeting rooms, conference calls and video-conference to support meetings where necessary (for both online and in person)

  • Act as custodian for the terms of reference (TOR) for all management meetings at the Group Level

    • Complete bi-annual reviews and updates of TOR where required

• Preparation for Group TL:

• Ensures the Readiness and Preparation for the Group CEO for meetings, through – but not limited to – preparation of meeting folders and reading material for meetings he/she is scheduled to attend:

  • Prepare the TLs for meetings and other external representations to ensure readiness and effectiveness:

    • Ensure that the Group TL is prepared (co-ordinate and obtain documents) for any discussions by having reading material, past notes and agreements, factors for consideration, meeting agendas and discussions where relevant with any other stakeholders

      • Prepare Information Folders for meetings (Electronically or via preferred method)

  • Manages the coordination of speech preparations and information gathering to support the Group CEO’s public appearances

     

• Manages invitations to the Group CEO to ensure his representation where appropriate, ensures invitation details are documented via Outlook

• Administration Support for Performance Management in Group CEO’s Office:

  • Support the Direct Team Leader in updating and maintaining Performance Scorecards for Group CEO’s reportees

  • Works closely with the Performance Monitoring Unit in the validation of Scorecard templates as required

     

• Communication and Deliverables Management:

• Manages correspondences and communications (inclusive of emails) for the Group CEO ensuring timeliness and effectiveness in addressing matters

  • Draft and/or format correspondence on behalf of the Group CEO/Team Leader

• Receives and action incoming correspondences and outgoing correspondences to/from the Group CEO’s Office

• Work closely with the Direct Team Leader for the Unit in monitoring the Unit’s Deliverables via agreed tracking method

   

• Management of External Client Complaints

  • Receives client complaints routed through the Group CEO’s office

  • Work closely with the Client Experience Monitoring Unit to monitor and follow through on client complaints routed to the Group CEO’s Office

     

     

• Regulatory Reporting and Governance

  • Supports the Group CEO in meeting all Regulatory and Group Governance Administrative requirements in all territories in which we operate

    • Complete quarterly and annual personal questionnaires for all regulators such as BOJ, FSC, SIB (Dom Rep), CBTT, TTSEC

    •  Act as the main contact person for general enquires and updates required

    • Complete required personal questionnaires in regards to Business Development Opportunities.

       

• General Administrative Services for Group CEO’s Office:

  • . Completing Annual Personal Questionnaire forms (PQD) by Territory in which JMMB operates for the Group CEO

  • Maintain an updated and extensive contact database inside the Group CEO’s office

  • Receives, manages and follow through on calls routed to the Group CEO’s office

  • Receives and attend to walk in clients to the Group CEO’s office

  • Coordinates travel arrangements for Group CEO and Team Leader (s) (As required)

    • Work closely with responsible team members for travel bookings and arrangements

    • Ensure the Team Leader’s meeting itinerary (as per calendar arrangements) is developed and shared with all relevant team leaders for which the travel impacts prior to the trip

  • Manage and maintain the stationery inventory for the Unit

  • Manage the vacation schedules for the Group CEO’s reportees

  • Responsible for the maintenance of an efficient and effective Filing System (both electronic and manual) to ensure easy retrieval and flow of information for the Group CEO’s Office

  • Responsible for the storage, maintenance and retrieval of the Unit’s databases particularly the hard and some soft copy files, as well as all equipment

  • Supports the team leaders within the Group CEO’s Office in the management of relevant meetings to ensure efficient filing of meeting agreements and decisions (e.g. Follow up with secretaries of respective committees to obtain meeting minutes for filing – electronic and hard copy as required)

  • Acts as the registry for the respective department’s mails and assists in the response to correspondences.

     

• Budget Management (Group CEO’s Office):

• Responsible for the management of expenditure per budget for the Unit’s budget

  • Prepares annual department budgets for approval and submission

  • Prepare quarterly budget reports for submission to Team Leaders

     

• Prepares for approval, invoices on e-Requestor for the Unit

• Verifies invoices and makes arrangement for the payment of Unit/department expenses in a timely manner

• Group CEO’S Personal Welfare Management
• Provide Support to the Direct Team Leader in managing the Group CEO’s welfare

• Provide support in managing Community Projects/initiatives led by the Group CEO

OTHER

• Performs any other duties, which may be assigned from time to time.
• Promotes the JMMB’s philosophy of the Vision of Love and its unique culture.
• Is engaged in the transformation process for the continuous improvement of the JMMB and its associated companies.

EDUCATION, TRAINING & WORK EXPERIENCE REQUIRED:

• First Degree in Business Administration/Management or equivalent from a recognised institution.

• Familiarity with financial sector instruments, laws, regulations, ethics and professional jargon.

• Microsoft Excel Level 3

• Highly proficient in oral and written communication skills. Alert to non-verbal communication techniques. Working knowledge of a major foreign language would be an asset.

• Very high level of computer skills, particularly word-processing, spreadsheets, presentation programmes and Internet use. Excellent keyboard skills with a typing speed of about 60 words per minute. Knowledge of shorthand would be an asset.

• At least three (3) years’ work experience in a similar capacity, preferably in a financial institution.

 Required Skills and Specialized Techniques:

• Excellent oral and written communications skills; having the ability to communicate at all levels.
• Excellent time management and organizational skills.
• Good leadership qualities with ability for self-motivation and achievement.
• Good interpersonal skills and the ability to foster harmonious relations.
• Distinct display of initiative.
• Excellent customer service skills.

• Good Report writing skills.

• Ability to be able to work under pressure and for extra-ordinary hours.