Executive Assistant, Sc Ventures
4 weeks ago
**Job**: Ventures
**Primary Location**: Africa & Middle East-United Arab Emirates-Dubai
**Schedule**: Full-time
**Employee Status**: Permanent
**Posting Date**: 15/Feb/2024, 2:11:35 AM
**Unposting Date**: 16/Feb/2024, 5:59:00 PM
**The Role Responsibilities**
**About SC Ventures**
SC Ventures (“SCV”) was established in 2018 with the purpose of “Rewiring the DNA in Banking” by bringing three distinct areas together
- The **eXellerator Lab**, enabling innovation at large in the Bank by supporting intrapreneurs and their ideas, collaborating with fintech’s through the SCV Fintech Bridge and engaging with clients and co-creation ideas.
- The **Investment Fund (“Fund”)**, tasked to acquire minority stakes in fintech companies (“fintechs”) whose technology has been successfully validated in the Group.
- **Venture building**, with the objective of exploring new business models (“ventures”), in the way it engages existing new customers and markets.
There are c.65 team members (excluding individual ventures), including dedicated colleagues from the Group’s support functions, based in Singapore, Hong Kong, Shanghai, Nairobi, London and San Francisco.
**Job Purpose**
Provide administrative support to the workstream lead of the Investments, Fundraising and M&A team.
**Key Role and Responsibilities**
**Mailbox / Calendar Management**
- Actively manage service recipient’s mailbox including and not limited to drafting responses on behalf, scheduling appointments, setting reminders, arranging travel and expenses.
- Manage any appointment / scheduling conflicts in best possible ways.
- Work closely with stakeholders and ensure that all meetings / appointment details are updated in service recipient’s calendar, accurately and timely.
- Mark leaves, working from home, public holidays as per locations and travel itineraries on the calendar, where appropriate.
**Meeting / Event Management**
- Prepare and coordinates meetings including publishing agenda and recording minutes / actions accurately.
- Coordinate meetings and track action (follow-up to ensure closure of outstanding actions).
- Where required, pre-book meeting facilities (rooms or communication software such as video or audio-conferencing facilities).
- If participants include external parties for physical meeting appointments, ensure there is a local support to meet-and-greet visitors and abide by local protocols.
- Actively participate in all staff engagement activities organised by team members and assist in coordinating activities to make event successful.
**Travel and Expenses Management**
- Plan itinerary appropriately to ensure sufficient buffer for touch-down and departure for traveller.
- Always choose the Company’s preferred airlines, rails, hotels and transfer options.
- Ensure travel-related documents are prepared ahead (including VISA / immigration requirements, etc).
- Be available to support anytime during travel to assist in last minute requests, if any.
- Check for traveller’s preferences (such as room type, bed type, smoking / non-smoking needs, dietary restrictions, allergies, etc) and make necessary arrangements accordingly.
- Prior to travel, ensure detailed agenda is provided to traveller, including landmarks, contact persons and references ahead of traveller’s itinerary.
- Review and validate any travel and expenses claims submitted for approval.
- Collect all relevant receipts from service recipients or requester.
- Check bills are as per the Group’s Travel and Expenses or related financial guidelines.
- Scan and file all records in softcopy, whilst ensuring details of expenses are recorded in order.
- Enter details in the system with correct code and descriptions; submit for approval and follow-up till completion (approval), providing clarifications as required to claims approver (or approver’s delegate).
- Proactively guide service recipients or requester about limits as per the Company’s travel and expense policies, before expenses are incurred.
- Ensure adherence to budget plans, as required
**Administrative Activities**
- Provide office support for service recipients but not limited to ensuring adequate supplies of business cards, arranging software, hardware, stationeries, tools and corporate devices and accessories, etc.
- Provide management information system reports as required.
- Create / amend presentation decks in line with the Company’s style requirements.
- Raise appropriate service requests for technology-related services.
- SharePoint administration (including file management, access, and technical issues).
- Creating content and update the team's internal website such as uploading articles, feature writings, proofreading, and formatting.
- Undertake adhoc assignments or mini projects - project manage appropriately to ensure deliverables are as per target timeline, with regular progress updates provided to stakeholders or accountable executive.
**Third-party supplier and
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