Location: Sydney, close to Wynyard railway station
Position: Personal Assistant to Chief Executive Officer (CEO), Full-Time role
Department: Operations
Reporting to: Chief Executive Officer (CEO)
State Bank of India began its operations in Australia in 1998 and has since played a crucial role in fostering trade between India and Australia through trade finance products. We operate under the oversight of the Reserve Bank of India and Australian Prudential Regulation Authority (APRA), providing services such as deposits, remittances, trade finance solutions, and syndicated loans. Join us in our dynamic office environment and become part of a global legacy in banking.
Position Overview: We are seeking a dedicated and detail-oriented Personal Assistant to Chief Executive Officer (CEO), to join our team at State Bank of India Australia (SBIA). State Bank of India (SBI) is a Fortune 500 company and the largest banking and financial services organization in India. SBI opened its representative office as a branch in Sydney with the objectives of fostering trade between India and Australia through trade finance products and helping Indian corporates access and contribute to the Australian economy.
Job Summary: The Personal Assistant (PA) to the CEO plays a crucial role in ensuring the smooth functioning of the CEO's office by providing high-level administrative and organizational support. This role requires a highly organized, proactive individual who can manage a wide range of responsibilities, including scheduling meetings, receiving and replying to communications, and supporting key projects, while maintaining the highest levels of confidentiality and professionalism. The ideal candidate should be adept at multitasking, possess strong interpersonal skills, and be comfortable working in a fast-paced environment.
Key Responsibilities:
A. Executive Support:
1. Calendar Management:
2. Coordinate and manage the CEO's calendar, scheduling meetings, appointments, and travel arrangements to ensure effective use of time.
3. Prioritize and resolve scheduling conflicts, ensuring the CEO's availability for key meetings and events.
4. Meeting Coordination & Preparation:
5. Organize and prepare for executive meetings, including gathering agendas, documents, presentations, and other meeting materials.
6. Record minutes during key meetings, distribute them to relevant stakeholders, and follow up on action items.
7. Travel Arrangements:
8. Arrange domestic and international travel for the CEO, including booking flights, accommodation, transportation, and developing detailed travel itineraries.
9. Ensure that the CEO's travel is smooth and cost-effective by considering budget, preferences, and any special requirements.
B. Communication Management:
1. Email & Correspondence Handling:
2. Screen and manage incoming communications, including emails, phone calls, and letters, prioritizing and escalating issues as necessary.
3. Draft, proofread, and send professional correspondence on behalf of the CEO, maintaining accuracy and confidentiality.
4. Stakeholder Liaison:
5. Act as the primary point of contact between the CEO and internal/external stakeholders, building relationships with key contacts, clients, regulators, and board members.
6. Respond to requests and queries promptly, providing information or directing inquiries to the appropriate department.
C. Project and Office Management:
1. Project Assistance:
2. Assist with special projects and initiatives as assigned by the CEO, including researching, gathering data, and preparing reports or presentations.
3. Provide administrative support for strategic initiatives, monitoring progress and ensuring deadlines are met.
D. Confidentiality and Discretion:
1. Confidential Information Handling:
2. Maintain absolute confidentiality regarding sensitive information, business matters, and personnel records.
3. Handle confidential documents with discretion and ensure secure storage and proper access controls.
4. Sensitive Matters:
5. Be aware of confidential and time-sensitive matters concerning the bank's strategic activities, supporting the CEO in managing these with the utmost professionalism.
E. Event Management & Representation:
1. Event Coordination:
2. Assist in planning and organizing internal and external events, including meetings with clients, conferences, board dinners, and networking events.
3. Arrange logistics for visiting Head Office officials and coordinate activities to ensure successful visits.
4. CEO Representation:
5. Act as a representative of the CEO's office when required, greeting and interacting with clients, board members, and external partners.
6. Ensure that the CEO's guests are welcomed professionally and taken care of during their visits.
Qualifications:
Education: Certificate or diploma in Business Administration, Office Management, or a related or bachelor's degree in business administration or management.
Candidates must hold Australian citizenship or permanent residency status.
Experience:
* Minimum of 2 years of experience as a Personal Assistant or Executive Assistant, or in a similar support role, preferably in the banking or financial services sector.
* Experience in supporting a senior manager is highly desirable.
Skills and Competencies:
1. Organizational Skills:
2. Highly organized with exceptional time management skills, capable of managing multiple tasks and prioritizing under tight deadlines.
3. Communication Skills:
4. Excellent verbal and written communication skills with the ability to communicate professionally with internal and external stakeholders.
5. Ability to draft high-quality correspondence on behalf of the CEO.
6. Attention to Detail:
7. Strong attention to detail and accuracy, especially in managing calendars, drafting documents, and organizing information.
8. Interpersonal Skills:
9. Strong interpersonal skills with the ability to build relationships and work collaboratively with a diverse range of individuals.
10. Demonstrated ability to exercise discretion and maintain confidentiality.
11. Technical Proficiency:
12. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and video conferencing tools.
13. Familiarity with travel booking systems and diary management tools.
14. Proactive and Flexible:
15. Able to anticipate the needs of the CEO and work independently to solve problems or adapt to changes. Willingness to be flexible with work hours when needed.
Additional Information:
* Work Environment: Mandatorily office-based, with occasional events requiring support outside of normal office hours.
* Travel: Travelling is required, primarily within Sydney to support off-site meetings or events.
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