AVP - Private Wealth Office Controls Manager

The Private Wealth Office Controls Manager plays a pivotal role in ensuring the smooth operation of PWG office administration pertaining to activities inherent to PWG client relationship establishment and maintenance. Acting as a central interface with PWG business functions, you will oversee the administration and record keeping processes pertaining to PWG business activity as well as support internal and external audits, adhere to data controls, manage certain reporting, and ensure operational efficiency.

 Key Responsibilities:

• Office procurement management and control
• Prepare and process expense claims, purchase orders, and maintain accurate gift records in compliance with company policy.
• Oversee general office and administration functions to maintain efficient and uninterrupted day to day operations
• Plan and execute department offsites & initiatives. Cross functional collaboration for company-wide events
• Track departmental budgets, monitor expenditures, and ensure financial compliance.
• Calendar management: scheduling meetings (local and across multiple time-zones), video/audio conference setup, anticipate meeting conflicts and protect focus time
• Within own mandate and remit, act as primary liaison for internal and external stakeholders, ensuring seamless coordination
• Uphold strict confidentiality when handling sensitive materials, strategic discussions and executive communications
• Travel arrangement including flight bookings, accommodation, logistics arrangements and visa applications
• Ensure logistics, rooms/desk, PC is arranged when travelling to regional offices
• Obtain staff travel, entertainment approval through online systems
• Ensure team adhere to company policy ie travel, gifts and entertainment expenses
• Billings and track payment status
• Track staff leave, business trips
• Attend to local clients and overseas visitors
• Filing of administration and transaction documents as per established processes
• Identify opportunities to streamline and automate existing administrative processes
• Ad-hoc assignments

Qualifications:

• Business administration diploma or equivalent.
• At least 15 years’ experience within financial institution / banking related roles.
• Self-starter with excellent organizational, analytical, and problem-solving skills.
• Proficiency in Word, Excel, Power Point, Outlook, Teams, Google Workplace, Zoom, Cisco Webex, SAP, Concur, Slack, Quip, Coupa, Workday.

Key Attributes:

• Detail-oriented with focus on execution and timely delivery
• Proactive and solution-focused mindset
• Ability to manage multiple priorities and complex tasks
• Collaborative team player with high integrity and discretion
• Affinity to work in a multicultural environment