Executive Secretary

ING Bank

ING Bank covers Wholesale and Retail Banking in Asia Pacific. Our Wholesale Banking business is present and active in 11 major economies in the Asia Pacific, namely China, Hong Kong SAR, India, Indonesia, Japan, Philippines, Singapore, South Korea, Taiwan and Vietnam.

Overall Function

Based in Tokyo, the role is to work closely with the Country Manager, Japan by providing full secretarial and administrative support.

Key Responsibilities

• Provide general secretarial and admin duties.
• Manage the schedules, appointments and organize meetings and conference calls of the Country Manager, Japan.
• Manage expenses and make travel arrangements for the Country Manager, Japan.
• Manage travel arrangement for all staff of Tokyo Branch.
• Prepare the invitation letter for visitors who needs Japanese Visa.
• Prepare and submit expense claims for the Country Manager, Japan.
• Manage Team Engagement Budget for Tokyo Branch,
• Arrange BMC including agenda/minutes preparation and distribution to FSA.
• Assist in arranging and executing Tokyo Branch’s events, including managing & coordinating with internal and external service providers; logistics, organization; costing, sourcing etc.
• Assist visiting colleagues (from General Management APAC/ Global) in their admin requirements, setting up of meetings.
• Maintain General Management Hospitality Register for Gifts & Entertainment.
• Arrange for the onboarding requirements of General Management and offboarding requirements of General Management Leavers.
• Arrange and monitor GM’s office supplies.
• Familiarize with relevant and necessary ING software and databases.
• Manage ground mail addresses, e.g. Bank all, as the owner of account.
• Manage GM’s subscription (Financial Times).
• Order and manage ING goods

Special Duties

Note: This refers to the specialized function(s) in addition to the core duties as outlined above.  This usually refers to non-routine and more complex duties, staff management and control responsibilities.

• Support to HR operation role when he is absence,
• Administrator for MIZUHO E-Biz.

Requirements

• Minimum 7-10 years of experience in secretarial works.
• Experience in a similar position in a front office is an asset.
• Flexible person who can be good at multi-tasking.
• High level of self-motivation.
• Willingness to learn and openness to take on new things.
• Ability to work both on day-to-day administrative tasks and more comprehensive business support tasks.
• Strong team player.
• Strong communications skills and comfortable in dealing with internal and external client and stakeholders.
• Detailed-oriented and systematic.