Executive Assistant (HR Division)

The employee in this position reports to Transformation Director (Human Resources Division)
Role Summary
In your role as Executive Assistant you will support the HR Transformation Office (HTO)and will be responsible for performing various administrative duties. You will report directly to the HR Transformation Director and will have an opportunity to be involved in a variety of projects. The role will provide various learning opportunities in the area of Human Capital, and is an excellent opportunity for highly self-motivated, service-minded professionals that are capable of managing their work load and prioritizing tasks in a fast-paced corporate environment.
Essential responsibilities
Administration & Coordination
• Coordinate executive communications, including taking calls, responding to emails and interfacing with team members and various other (executive) stakeholders.
• Manage agenda of the Transformation Director (arrange conference calls, meetings and appointments), coordinate activities and meetings with Bank departments and Board of Managers (‘BOM’) members, and coordinate travel arrangements.
• Manage HTO Office documentation and systems, i.e. provide document management support, maintain organized filing systems and ensure that documentation is prepared in accordance with Bank regulations.
• Manage HTO office including facilities, equipment and stationary, i.e. manage overall work space and monitor assets status, and source/order office equipment and stationery if/where needed.
Communication
• Help develop HTO communication materials (PPT presentations, correspondence, reports, memos, proposals etc.) and manage internal Bank communication (including providing frequent updates to Chairman, Board of Directors, CEO, and BOMs).
• Prepare internal and external corporate documents for team members and key stakeholders, and review, disseminate and communicate Bank materials (documents and reports) to HTO team members.
• Provide translation services for the Transformation Director and HTO team members, including simultaneous translation and translation & interpretation of documents if/where needed.
Budgetting/Purchasing
• Support development of HTO operating cost and budget, oversee the implementation and management of approved budgets (including periodic reviews with Finance), and prepare, review and manage expense reporting.
• Manage all HTO purchasing related activities, i.e. prepare order statements, make payment requests and track payments.
Compliance
• Help ensure that HTO team members fully comply with company internal regulations and guidelines.
• Act as representative in trade union and employee related issues at the request of Transformation Director Office to deal with issues relating to the employee compensation and benefits.

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