Role Title: Executive Assistant

Role location: Singapore

About Westpac: We are Australia’s first bank and oldest company, and one of four major banking organisations in Australia. This opportunity sits in our Singapore office working for Westpac Institutional Bank (WIB), the division of Westpac, which services the needs of our corporate, institutional, and governmental clients.

How will I help?

Reporting to the CEO Singapore, the Executive Assistant will be providing support to the Asia Head & CEO Singapore and their team including other senior leaders, based on business need and resourcing requirements.

The core activities are to provide administrative support, and business management activities with efficient and effective coordination per business needs.

The Executive Assistant may also be required to support the Reception area as leave cover at times on rotation with other support services staff.

Key responsibilities will include:

General Management

Provide day to day support for the CEO Singapore and other senior leaders, which includes:

Calendar management and scheduling of all meetings
Coordinate team meetings, including agenda management, minute taking, booking meeting rooms and organizing equipment or catering inter alia
Prepare internal business presentation materials based on Westpac templates and in conjunction with group strategy and senior management, track and follow up action owners.
Prepare and summarize reports on activity and monthly reporting templates for CEO
All expense and Corporate Credit Card administration; credit card utilization by the CEO and nominated leaders to be processed and validated within the month following incurrence.
Arrange, coordinate travel, accommodation bookings and visa application for the CEO and select senior leaders
Create and maintain relevant databases, files and spreadsheets as required
Produce mandatory and ad-hoc reporting as required
Assist team with queries, requests and action items as required

General Administration:

Maintain People HQ and People Directory as required including leave tracking, maintain leave and visitor reporting for branch
Organize onboarding, maintain security and IT access for the team
Manage administrative projects
Manage filing and archiving
Manage leave calendar

Team specifics:

Co-ordinate team meetings and other events
Manage technology purchase orders coordination
Asset coordination

Communications

Manage communications received by email, telephone and walk-ins
Liaise with external counterparts as nominated by CEO such as Austrade, Australian high commission, EDB and MAS development teams
Internal communications including newsletters
Represent the CEO with all related stakeholders in a professional manner

Meeting Management

Manage meeting room bookings
Welcome guests and internal stakeholders

Professional Support

Support business planning, activity tracking and follow up, external stakeholder liaison and internal communications
Other professional support requests as directed by the assigned leaders

What’s in it for me?

You’ll be joining a highly supportive and collaborative team.

You will have access to a comprehensive range of Westpac benefits including flexibility and various leave entitlements.

What do I need?

Intermediate to Advanced MS Office (Word, PowerPoint, Excel)
A motivated learner with an interest in acquiring new skillsets and process improvements
Autonomous worker with the ability to make decisions
Knowledge of Westpac systems, policies and processes ideal
Ability to work autonomously and as part of a team, liaising with all levels of the Business and our customers
Strong organisational, problem solving and communication skills
Effective business writing skills

What’s it like to work here? 

When you join, you’ll become part of the broader Westpac Group family – where we aim to be a friendly, switched-on team working for a single purpose - Taking action now to create a better future. As an equal opportunity employer, we’re proud to have created a culture where people can be their best, in an environment that values diversity and flexibility. Within the Westpac Group, you will be part of the Institutional Banking division, where our vision is to be a high performing and innovative institutional bank, committed to enabling the growth of our global clients, our economy, and delivering sustainable shareholder returns.

How do I Apply?
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