Senior Office Administrator

. Departmental Operations & Support

• Provide comprehensive operational and administrative support to Head, Group Equity Derivatives, including preparing high-quality reports, documentation, and submissions required for business and management updates.
• Anticipate departmental needs and proactively manage day-to-day operational tasks to ensure smooth functioning of the Group Equity Derivatives.

2. Reporting, Governance & Controls

• Lead the coordination and consolidation of regular reporting requirements across Group Equity Derivatives (regulatory, risk, compliance, audit, management), ensuring accuracy, completeness, and timely submission.
• Monitor outstanding audit, compliance, and BRCO items, and work with responsible parties to ensure timely follow-ups and closure.

3. Cross-Functional Coordination & Issue Management

• Serve as the main coordination point between Group Equity Derivatives and internal stakeholders (Operations, Middle Office, Finance, Compliance, IT, BRCO), resolving operational issues and ensuring efficient process flow.
• Manage stakeholder expectations, escalate issues where necessary, and ensure alignment across units.

4. Stakeholder & Customer Support

• Manage internal and external enquiries related to Group Equity Derivatives operations, providing timely responses or coordinating with relevant teams to resolve issues.
• Support Group Equity Derivatives in handling customer matters, including information requests, clarifications, and complaint follow-up.

5. Documentation, Records & Process Management

• Oversee maintenance of departmental documentation, SOPs, governance materials, trackers, and filing systems to ensure audit readiness and proper document control.
• Identify gaps in existing administrative or reporting processes and recommend practical improvements.

6. Vendor, Billing & System Administration

• Manage vendor billing cycles, contract renewals, and coordinate with Procurement and Finance on payments or vendor-related queries.
• Oversee Group Equity Derivatives staff system access requests, entitlement reviews, and coordination with IT for system-related matters.

7. Meeting & Workflow Coordination

• Prepare materials for Group Equity Derivatives management meetings, governance forums, and internal reviews; maintain action logs and ensure timely follow-up on outstanding items.
• Coordinate workflow requirements across the EQD team, ensuring tasks, deliverables, and deadlines are properly tracked.

8. Departmental Readiness & Support Activities

• Support onboarding and offboarding procedures, ensuring new joiners have the required access, documentation, and resources.
• Maintain departmental readiness activities including BCP updates, mandatory training tracking, and internal compliance requirements.

9. Ad-Hoc Support & Project Assistance

·       Take ownership of ad-hoc tasks, small projects, and operational initiatives assigned by the Head of Group Equity Derivatives, providing end-to-end execution support.