Objective role
- Providing comprehensive administrative support to the executive team, including scheduling meetings, managing calendars, and preparing reports.
- Overseeing the daily operations of the organization and ensuring that all activities are aligned with company objectives.
- Acting as a liaison between the senior leadership team and the rest of the organization, ensuring clear communication of priorities and goals.
- Providing administrative support to senior executives, including preparing reports, presentations, and conducting research.
- Developing and implementing company policies, strategies, and procedures.
- Ensuring regulatory compliance and staying up to date with relevant industry standards.
- Collaborating with department heads to ensure smooth interdepartmental coordination.
- Monitoring the performance of various business units and ensuring the achievement of key performance indicators (KPIs).
- Identifying areas for operational improvement and leading initiatives to enhance efficiency and productivity.
- Handling confidential information with discretion and maintaining professionalism at all times.
Task
- Manage executive calendars and schedule meetings with internal and external stakeholders.
- Coordinate and prepare materials for board meetings, executive team meetings, and other high-level discussions.
- Assist in tracking key projects and deliverables, ensuring deadlines are met and priorities are clear.
- Prepare detailed reports on the organisation’s performance for the board, executive team, and other stakeholders.
- Coordinate and assist in special projects, including change management and business development initiatives.
- Handle incoming communication, such as emails and calls, and prioritise actions based on importance.
- Manage expense reports and budgeting for the executive office.
- Ensure the smooth execution of events, conferences, and executive travel arrangements.
- Oversee risk management and work on solutions to mitigate operational risks.
- Managing renovation projects nationwide and group wide initiatives project, mainly focusing on: i)Renovation projects for branches, non-branches, head office buildings, kiosks, etc. ii) Regional renovation projects and/or special project iii)Relocation and reinstatement of business premises iv) Special projects - Group wide initiatives
- Space planning and layout design for branches, non-branches and head offices’ interior fit-out including reviewing on the premises technical services/system setup
- Plan, design and implement renovation project in fulfilling various aspects, such as:
- Space usage optimization
- Cost containment and effectiveness
- Accuracy and timeliness project deliverables
- Standard design and specifications adherence (a consistent look and feel)
- Internal and external customer experience
- Operational compliance in line with Standard Operating Procedures, Governance and Policies
- OSHA and Regulations fulfillment
- Terms and conditions of the Tenancy Agreement alignment
- Project cost tracking and management (below or within budgetary sum)
- Project quality control (fulfilled standard design specifications, detailing and implementation method statement)
- Monitoring premise readiness (meeting possession/relocation timeline)
- Provide advice to Business Unit(s) on project timeline as well as premise acquisition from the aspects of building conditions and footprint, technical feasibility, workability or practicality in setting up branch or non-branch or corporate office
- Attend to the Business Unit(s) and/or Regional counterpart inquiry with regards to renovation/interior fit-out cost, standard implementation guideline and specifications, processes, etc.
- Establish procurement/contract strategy (joint effort with Group Strategic Procurement)
- Develop branch/office stacking plans and move plan, as and when required.
- Initiate enhancement/ improvement to system, working processes for greater control and efficiency
- Any other responsibilities as assigned by the Head of Department and/or Head of Division from time to time.
Regulatory Compliance
- Maintain compliance with relevant regulation, policies and procedures and ensure highest standard of integrity and professionalism in serving stakeholders
- Ensure compliance with regulatory requirements and CIMB policies & procedures
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