Senior Analyst (Secretarial), Global Trade Finance, Strategic Business Planning & Promotion

Job Responsibilities

Executive Secretarial and Calendar Support

• Provide executive secretarial support to designated senior management of GTFD and GTBD, including calendar management, coordination of internal and external meetings, conference calls, appointments and departmental events.
• Proactively manage scheduling conflicts, meeting logistics, venue arrangements and required materials to ensure that management time is used effectively and meetings are conducted smoothly.

Meeting and Department Coordination

• Coordinate management meetings, departmental meetings, regional calls and other business forums, including scheduling, logistical arrangements and distribution of meeting materials where required.
• Provide administrative support for departmental meetings and activities as required.

Business Travel and Visitor Arrangements

• Arrange domestic and international business travel and support visitor arrangements for management and department members, including flight and hotel bookings, ground transportation, visa-related documentation, meeting appointments and travel itineraries.
• Coordinate with internal departments, overseas offices and external service providers to ensure accurate, timely and policy-compliant travel arrangements.

Expense Administration and Payment Support

• Support the departments’ expense disbursement and staff expense-claim processes, including the collection and checking of supporting documents, preparation or submission of relevant applications, tracking of approval status and maintenance of appropriate records.
• Assist with Entertainment and Gifts applications, travel applications and other administrative submissions in accordance with applicable internal policies and procedures.

Staff Administration

• Support employee lifecycle administration and departmental administrative processes, including the coordination of onboarding, staff movements and offboarding activities, as well as other day-to-day operational requirements.
• Collaborate with relevant internal stakeholders to ensure administrative matters are handled efficiently, accurately and in a timely manner.

Department Administration

• Support the coordination and maintenance of departmental schedules, administrative records and other routine departmental information.
• Assist with the preparation and organization of periodic departmental materials and reports as required.

Office and Inventory Administration

• Coordinate office-administration matters for GTFD and GTBD, including stationery, business cards, printer supplies, shared facilities, document storage and other general office requirements.
• Monitor inventory levels and arrange replenishment in a timely and cost-conscious manner.

Cross-Departmental Coordination

• Support coordination with relevant internal stakeholders to facilitate smooth communication and efficient administrative operations.
• Handle information with appropriate professionalism and discretion in the course of daily administrative responsibilities.

Operational Support

• Support the smooth execution of recurring administrative activities and assist in maintaining efficient administrative processes within the department.
• Address routine administrative matters and escalate issues to the appropriate manager where necessary.

Governance and Other Duties

• Perform assigned responsibilities in accordance with SMBC’s policies and procedures.
• Support departmental activities and initiatives, and perform other administrative duties assigned by management from time to time.

Job Requirements

• Diploma or bachelor's degree in any discipline, with relevant experience in administrative, secretarial or business support functions preferred.
• At least 4 to 5 years of relevant experience in executive secretarial, departmental administration or business-support functions, preferably within a financial institution or multinational organization.
• Good written and verbal communication skills in English. Japanese language or Chinese language capability would be an advantage but is not mandatory.
• Strong organizational and coordination skills, with the ability to manage multiple schedules, deadlines and priorities.
• High level of accuracy and attention to detail in handling schedules, expenses, documentation and administrative records.
• Ability to handle routine administrative matters independently and seek guidance where appropriate.
• Strong interpersonal skills and the ability to work effectively with senior management, department members and stakeholders across different functions and locations.
• Demonstrated discretion in handling confidential and sensitive information.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint and Teams, with the ability to learn relevant internal systems.
• A collaborative and service-oriented approach, with flexibility to support management and departmental administrative activities as required.