Delivery of proactive secretarial support in order to manage the day- to-day requirements, including:
• Provide executive assistance support to the Private Wealth including the client relationship managers, business travels, and the client service and project management team.
• Diary management for nominated team members including meeting room bookings, teleconference set up, catering, conferences, and events
• Managing MS Office Calendars by creating invites, responding to invitation requests, coordinating with other Global EA’s and key internal and external stakeholders in a timely manner
• Partner with CRMs to ensure pre-briefing notes and materials are ready prior to client meetings, prepare packs
• Preparation of PowerPoint presentations as required
• Maintain and update client and contact databases including Salesforce contact list entry and Outlook contact database, as required.
• Managing general expense claims for senior team members through Concur
• Process AMEX card applications for new hires and input cash claim expenses to Concur, ensuring they are paid timely.
• Scanning business cards for entry into Microsoft outlook and entry into salesforce
• Manage end to end travel including flights, visa, documentations, hotels, transportation expense claims
• Photo copying/printing/binding of documents, as required by team members.
• Document management including printing of documents, creating and maintaining effective filing and archiving process
• Conference registration management
• Roadshow itinerary and briefing package compilation
• Roadshow and seminar / webinar logistic support
• Coordinate investor visits, including in-person and virtual meetings, and due diligence sessions across Asia and globally, with responsibility for schedules, logistics and supporting documentation.
• Coordinate post-meeting and post-event follow-up actions with relevant internal stakeholders, where required.
• Support the onboarding for new starters in Brookfield Private Wealth, conducting new starter orientation for these individuals.
• Support offboarding for employees in Brookfield Private Wealth including IT access switch off, arranging return of company assets
• Support and contribute to the APAC EA/Admin support network, attend monthly meetings and provide regional updates
• Contribute to process improvements, technology initiatives and operational enhancements relevant to the team.
• Support and involvement in Brookfield Cares and Brookfield Women Network events for the Hong Kong office
• Report gifts & entertainment for the teams
• Support ad hoc projects and operational tasks as required. The duties and responsibilities described above are not exhaustive and may be adjusted to reflect business needs.