Team Secretary

4 weeks ago

Dubai, United Arab Emirates Standard Chartered Full time

**Job***: Legal

**Primary Location***: Africa & Middle East-United Arab Emirates-Dubai

**Schedule***: Full-time

**Employee Status***: Permanent

**Posting Date***: 17/Mar/2023, 2:20:13 AM

**Unposting Date***: 24/Mar/2023, 6:59:00 PM

**JOB SUMMARY**

The role will support the GB Lawyers, Africa & Middle East (AME):

- Providing support to a number of lawyers, ensuring that all administrative responsibilities are handled smoothly and efficiently, delivering a consistently high level of support.
- Ensure that the office is running smoothly by acting as liaison among various departments (IT, Mailing Room, Finance, HR etc).
- Manage and coordinate diaries including booking internal/external meetings, conference and video calls.
- Assist travel budget allocation and forecasting process across GB AME Legal
- Coordinate equipment needs for the team members such laptops, phones and cell phones.
- Organisation and maintenance of files for the various team members as requested.
- Assist event organisation on an ad hoc basis: team face to face meetings and visits from Group Legal and other special projects i.e. volunteering projects within the bank.

**RESPONSIBILITIES**
- Assist in daily interaction with the Africa and Middle East (AME) Legal teams and other internal stakeholders.
- Acting as a contact between Legal Department and Business Groups in managing referrals, organizing meetings and addressing general queries.
- Assist in legal referrals from Business Groups and monitoring the same. Manage the referrals database and rota.
- Manage the onboarding of Legal new hires/ new joiners. Preparation of Job Requisition and setting-up the new hire’s IT access and procurement of equipment.
- Managing the internal legal invoicing management system, which includes liaising with the finance departments of external law firms.
- Manager travel, visa, hotel arrangements, travel file.
- Co-ordinate all travel arrangements for visiting staff including hotel accommodation, ticketing, transportation and visas.
- Managing and coordinating diaries for internal and external meetings and calls.
- Assist in preparing meetings, gather meetings papers, discussion pack, agenda etc.
- Prepare expense reports, process invoices for payment.
- Monitoring and keeping audit trail of team's expense reports.
- Manage the Sharepoint team leave calendar. Keeping records of sick leave.
- Updating org charts for team.
- Stock control and procuring office stationery, reviewing and monitoring invoices for payment.
- Raising RMS request for all IT Procurement requirement of the department, follow-up and ensure the request is done on time.
- Shared Drive administration.
- Maintaining Dept. Personnel files; update and maintain Admin documents in Shared folder and archiving.
- Assist with the smooth running of department and ensure premises and IT issues are promptly addressed.
- Maintain confidentiality at all time.

**Regulatory & Business Conduct**
- Display exemplary conduct and live by the Group’s Values and Code of Conduct.
- Take personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct, across Standard Chartered Bank. This includes understanding and ensuring compliance with, in letter and spirit, all applicable laws, regulations, guidelines and the Group Code of Conduct.
- Lead to achieve the outcomes set out in the Bank’s Conduct Principles
- Effectively and collaboratively identify, escalate, mitigate and resolve risk, conduct and compliance matters.
- Exercise authorities delegated by the Board of Directors and act in accordance with Articles of Association

**Key stakeholders**
- Regional Legal and Product teams
- Country Heads of Legal
- FM Legal, AME
- Islamic Team
- COO, Legal
- Regional BPMs
- Head of Governance, Legal AME
- Regional Risk and Policy Manager, Legal

**Other Responsibilities**

Embed for good and Group’s brand and values in GBS India ‘Executive Assistant Services’; Perform other responsibilities assigned under Group, Country, Business or Functional policies and procedures; Multiple functions (double hats).

**QUALIFICATIONS**

**TRAINING, LICENSES, MEMBERSHIPS AND CERTIFICATIONS**
- Bachelor’s Degree / Graduates from a recognised university.
- 3 - 7 years of relevant work experience as an Executive Assistant, Personal Secretary Administrative Assistant in an international firm preferred.
- Any secretarial course / certification will be an added advantage.

**SKILLS AND COMPETENCIES**

**Role Specific Technical Competencies**
- Business correspondence skills with excellent proficiency of English - written and spoken
- Typing and/or short-hand - reasonable typing speed to record dictation; with excellent accuracy to produce well document and accurate set of meeting minutes

**About Standard Chartered**

We're an international bank, nimble enough to act, big enough for impact. For more than 160 years, we've worked to make a positive difference for our clie

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