Administrative Assistant, Global Research, Hong Kong

  • Competitive
  • Hong Kong
  • Permanent, Full time
  • Bank Of America / Merrill Lynch
  • 15 Oct 18

Administrative Assistant, Global Research, Hong Kong


About Bank of America Merrill Lynch:

Our purpose as a firm is to make financial lives better, through the power of every connection. Across the world, we partner with leading corporate and institutional investors through our offices in more than 40 countries. In the U.S alone, we serve almost all Fortune 500 companies and approximately 59 million consumers and small-business customers. We provide a full suite of financial products and services, from banking and investments to asset and risk management. We cover a broad range of asset classes, making us a global leader in corporate and investment banking, sales and trading.
Connecting Asia Pacific to the World
Our Asia Pacific team is spread across 23 offices in 12 markets. We are focused on connecting Asia to the world and the world to Asia, using our global expertise to ensure success is shared between us, our clients and our communities. Our regional footprint covers 12 currencies, more than a dozen languages and five time zones, placing us firmly among the region's leading financial services companies.

Bank of America Merrill Lynch is committed to attracting, recruiting and retaining top diverse talent from across the globe. Our diversity and inclusion mission is to actively promote an inclusive work environment where all employees have the opportunity to achieve personal success and contribute to the growth of our business. Each of our global Employee Networks bring together employees, create dialogue and awareness in support of our Diversity and Inclusion mission.

Position Summary:
This role aims to provide a high level of administrative & project management support to the team of Research professionals based in Hong Kong. The role will involve the organisation and coordination of office operations and procedures and the provision of extensive coordination, support and management of client events and corporate roadshows. The incumbent must possess high level written and verbal communication skills, strong computer skills with intermediate to advanced knowledge of Microsoft Office products, excellent time management skills with the ability to prioritise tasks and meet deadlines, and a keen desire to provide exceptional service and support to a busy team.

Responsibilities:
Administration Support:

  • Provide extensive secretarial support to Research team including general duties such as email management, typing meeting minutes, printing documents, photocopying, scanning, filing, mail merges, travel and accommodation coordination (domestic and international), expense management, invoicing, maintaining stationery and office supply levels etc
  • Handle communications on behalf of the Research Associates (if required) including daily maintenance of digital diaries, arranging/accepting meetings, answering incoming telephone calls and managing meeting commitments
  • Maintain professional and friendly communications as the first point of call for general internal and external enquiries and correspondence
  • Coordinate and manage meeting and event logistics including venue set up, meeting invitations, and preparation of documentation and materials
  • Arrange internal and external breakfasts, lunches and dinners
  • Prepare & update presentations using Microsoft PowerPoint
  • Create and manage spreadsheets, utilising techniques such as pivot tables, macros and graphs in Microsoft Excel
  • Extensive Microsoft Word processing and drafting of letters and correspondence
  • Keeping up to date with office procedures, policy guidelines and compliance requirements
  • Continuous updating of Floor plans, Organisational Charts & Expense Sheets
  • Assistance with business continuity plans, procedures and coordination
  • Coordinating on-boarding and off-boarding activities including computer set-up, phone, and office supply arrangement, etc.
  • Maintain confidentiality and privacy with respect to sensitive information
  • Assist with ad-hoc projects or other duties as assigned

Internal Reporting:
  • Complete Travel and Entertainment reports using the Concur system
  • Follow up on expense discrepancies and missing receipts
  • Assist Research Analyst's licensing applications, visa applications and any other travel documentation required for their client marketing trips, attendance at conferences and other corporate access events
  • Properly submit travel requests via the Eform system, ensuring all approvals are obtained, all fields are properly completed for the submission
  • Assist Research Team in identifying client expenses that involves Government or Government related entities, and submitting pre-approval requests in accordance with BofAML Compliance policy

QUALIFICATIONS, EXPERIENCE & COMPETENCIES
Qualifications:
  • Diploma holder or above
  • Strong command in Microsoft Office Suite including MS Word, MS Excel, MS PowerPoint and related programs
  • Good command of written and spoken English, Cantonese and Mandarin would be advantageous

Experience:
  • Minimum 5 years of relevant administrative support experience from financial institutions, candidate with experience supporting the front office business will be highly preferable
  • Experience with basic desktop publishing applications is preferred
  • Demonstrated experience with high efficiency and accuracy of typing and word processing
  • Experience in diary and travel management (Concur system experience desired)
  • Experience with complex telephone systems, conference calling facilities etc

Competencies (Knowledge, Skills and Behaviours):
  • Enhanced communication skills, including the ability to effectively communicate requests and instructions to a wide variety of internal and external stakeholders
  • Demonstrated ability to be a team player and work cooperatively with other stakeholders to further develop the organisation
  • Ability to work independently with a proactive approach to taking on a broad range of responsibilities
  • Possess superior organisational and time management and flexibility and adaptability to manage changing work requirements with varying volumes of work
  • Ability to manage multiple tasks simultaneously, identify and solve problems, manage and meet deadlines, maintain a high quality of work and attention to detail whilst also remaining calm under pressure
  • Possess a personal presentation that reflects a professional image and the values of the organisation
  • Commitment to, and enthusiasm for, client services and delivery

Bank of America Merrill Lynch is an equal opportunities employer

Posting Date: 24/09/2018
Location:
2 QUEEN'S RD - CHEUNG KONG CENTER
- Hong Kong

Full / Part-time: Full time
Hours Per Week: 40