Executive Secretary and Department Administrative Assistant, Group Operations

About the role

DBS is hiring an Associate/Analyst, Executive Secretary and Department Administrative Assistant for its Group Operations Capability Centre (GOCC), which sits under the Group COO. GOCC accelerates innovation through AI capabilities and centre-of-excellence setups, ensures resiliency and standardisation, and oversees digital transformation across the three lines of business operations, the Customer Service Hub and the Operations COO functions. The role is based in DBS Asia Central and is full time.

Key responsibilities

• Executive Secretary to the Managing Director: manage the MD's calendar, appointments and daily needs; coordinate meetings, calls, room bookings and workspace; prepare agendas, minutes and action items and follow up on them; arrange travel, visas and itineraries, process claims and maintain records; support stakeholder lunches, skip-level sessions, offsites and conferences; manage collaboration tools such as video conferencing, SharePoint and distribution lists.
• Office administration: maintain and refresh filing systems and inventory of items used by staff (laptops, corporate mobile lines, access cards, power-to-sign, corporate taxi); update org charts and directories; drive onboarding and offboarding; manage training reminders; help project teams schedule calendars and conference rooms.
• Expense management: execute invoice payments and corporate claims in line with budgets and governance; manage licenses for GOCC teams and monitor usage annually.
• Workspace champion: manage workspaces, including renovations, and staff seating allocations in line with work-from-home schedules.
• Events: manage end-to-end logistics for offsites and events, including venues and meals, liaising with vendors; drive POP (People of Purpose) events and festive arrangements.
• Fire warden and BCP coordinator: ensure fire drills and business continuity planning documentation are completed on time.

Required profile

• Diploma holder with at least 5 years of secretarial and administrative experience; experience with senior management is preferred.
• Proactive, independent, meticulous, able to multi-task, reliable, committed to confidentiality and decorum, with good time management and high EQ.

Required skills

• Strong organisational skills, inventory management and filing.
• Financials management.
• Clear verbal and written communication and problem solving.
• Familiarity with standard office software such as Microsoft Office 365.