The key responsibility of the Ethics Assistant is to provide technical support through necessary research, analysis and business support to the Ethics Office, assisting its officers especially regarding data/information management (i.e., capture/collection, input/entry, organization, analysis) and related documentary presentation, as well as administrative management and coordination, including liaison with internal and external contacts.
Specific Responsibilities include but are not limited to:
- Data/information management (i.e., capture/collection, input/entry, analysis) and related documentary presentation, which requires using databases, intranet sites and internet portals on an active basis.
- Prepare detailed notes for technical discussion, based on review and comparison of internal resources and external online open-source resources.
- Prepare plans and minutes of meetings, and case briefs.
- Materialize the communication vision set by officers for promotional activities in the field of ethical values and culture, to raise awareness and drive engagement.
- Plan and manage officers’ schedules and maintain up-to-date files and records of the Ethics Office’s correspondence/documentation.
- Ensure the timely and smooth implementation of logistics surrounding key tasks in the department, including assisting in visa applications, planning and coordinating travel schedules, and preparing meeting agendas and travel documents, including travel memoranda, budget and expenses claims.
- Provide attentive logistical support for the organization and hosting of meetings, events, workshops and international conferences, including event schedules and meeting agendas, communicating with participants, confirming dates and times, sending invitations, drafting slides, and taking and distributing minutes and notes.
- Draft and prepare office memoranda, letters, meeting minutes, reports and other correspondence as instructed. As needed, also monitor/track/manage incoming and outgoing calls, faxes and emails and ensure coordination of appointments.
- Liaise with bank personnel and external parties who visit the Ethics Office.
- Review, proofread and distribute general correspondence, with excellent attention to detail. Maintain office coordination and resolve any issues and inquiries.
- Create, maintain and review office documents, such as process invoices and maintain an up-to-date record of vendor payments.
- Prepare expense/budget reports, memos and other administrative records, by collecting data from various tools and/or consolidating it into reports.
- Involvement in administering functional and overall office budgets and assist in developing and monitoring the related budget implementation.
- Provide support in handling on/offboarding logistics for persons joining/leaving the Ethics Office – tasks may include supporting the office or workspace arrangement, coordinating with HRD/FAS teams for on/offboarding, and collaborating with other relevant teams to ensure a seamless on/offboarding process.
- Any other tasks that may be assigned from time to time by the supervisor(s).
Candidate Requirements
- Bachelor’s degree or above from a reputable university, coupled with interest in the field of personal ethics. Relevant studies (e.g., degree, or courses/modules, in ethics or law) and/or relevant skills/experience (e.g., as gained through work in a law office/center or as a paralegal or in a similar support role) are a plus.
- Proficiency in all specified aspects of data/information management (e.g., online search engine advanced features, accessing online databases, using MS Excel).
- Handle highly sensitive information in a strictly confidential manner and do so in a professional manner with due neutrality.
- Adept in using software to design and present information in a visually appealing manner, to develop and implement instructed communication vision (e.g., basic graphics software, MS Word drawing tools, MS PowerPoint, MS Visio flowcharts).
- Proficient in verbal/written English.
- Excellent interpersonal, diplomatic and organizational skills, as well as ability to juggle multiple priorities.
- Self-motivated and detail-oriented; able to work under pressure and meet deadlines; service orientation.
- Experience of working in a multi-national environment with a diverse workforce will be a plus.
- Ability to deal professionally with extremely confidential and sensitive information.
- Proven experience with MS Office applications is a must.