Executive Administrative Assistant, Chief Data & Analytics Office

Role overview

This position supports the Chief Data & Analytics Office by keeping executive administration running smoothly in a fast-moving, data-focused environment. The role is well suited to someone who enjoys managing competing priorities, coordinating across teams and geographies, and contributing to a high-performing office that values precision, flexibility, and initiative.

You will work closely with executives and their teams to manage day-to-day administration, support governance and change-related activities, and help ensure the department operates efficiently. The role calls for sound judgment, strong organization, discretion, and the ability to stay calm and effective under pressure.

What you will do

• Oversee demanding and highly detailed calendars, including urgent meetings and conference calls, while coordinating with local and international offices.
• Use discretion and sound judgment when dealing with sensitive and confidential matters.
• Spot important issues early, escalate them when needed, and follow through on required actions.
• Provide polished phone and visitor support, handling inquiries professionally and redirecting them appropriately.
• Plan domestic and overseas travel, prepare thorough itineraries, and ensure travel documents and schedules are delivered on time.
• Coordinate arrangements for VIP visitors from overseas.
• Arrange well-run client meetings, senior leadership meetings, and team events in collaboration with internal stakeholders and external clients.
• Follow control requirements and procedures, including approvals for budgets and compliance, along with proper documentation and record retention.
• Handle invoices and expense reimbursements for team members and consultants.
• Accept additional duties as the team’s needs change.
• Support overflow work, special initiatives, and backup coverage for other assistants in the shared support pool.

Requirements

• A Polytechnic diploma in Business & Administration, or an equivalent qualification, is required.
• At least 4 years of experience in administrative support is needed.
• Strong relationship-building skills and a proven ability to work effectively with peers and clients are essential.
• You should be comfortable collaborating in a busy, team-based setting.
• Ability to manage multiple priorities and shift quickly when demands change is important.
• Experience working with minimal supervision, under pressure, and to tight deadlines is expected.
• Excellent verbal and written communication skills are required, including drafting correspondence and interacting with senior leaders.
• You must be highly organized, careful with detail, and trusted to handle confidential information appropriately.
• Strong analytical thinking, problem-solving ability, and sound judgment are important.

Preferred experience

• Experience using Concur or a similar expense management platform is an advantage.
• Professional qualifications from recognized training institutes or professional organizations are preferred.
• Prior support experience in a data- or analytics-oriented environment is beneficial.
• Ability to adjust processes and methods to align with team objectives is useful.
• Background in arranging international travel and VIP logistics is preferred.
• Familiarity with compliance-related policies and procedures is an advantage.
• Experience providing backup support to other assistants is helpful.

About the employer

The company is a global financial services organization serving major corporations, governments, affluent individuals, and institutional investors. Its approach emphasizes strong client partnerships, high standards, and long-term value creation. The organization also promotes diversity and inclusion and provides reasonable accommodations for religious practices, beliefs, and mental or physical disability needs, where applicable.

Team context

The Corporate Functions organization spans areas such as finance, risk, human resources, and marketing. These teams play a key role in enabling the wider business, clients, customers, and employees to succeed.