Personal Assistant (Associate, OCIO))

Who we are

United by a sense of purpose towards our customers – to be a trusted partner for the long-term – and our universal banking platform in EMEA, SMBC Group has an international growth agenda and award-winning products, meaning we provide exciting opportunities to work on a diverse range of projects and initiatives. We deliver a full suite of corporate finance products and solutions to our customers as well as investment banking and advisory services, and a range of innovative solutions in global capital markets. Read on to find out how you could enhance your skills and gain valuable experience, by joining us to support our clients transition to a sustainable future.

Background

The Personal Assistant will primary support the EMEA CIO on all personal assistant tasks.  They will also support his leadership team with travel, itineraries, expenses, and key meeting coordination.

The role is within the Office of the CIO (OCIO), directly working with the Chief of Staff and Head of the OCIO.   The role will also require building strong relationships with technology and operations team within EMEA as well as globally.

The technology team is a fast‑paced, professional environment with lots going on. The role is ideal for someone early in their administrative career who has strong organisational skills, attention to detail, and a willingness to learn. 

Expectation of 3 days in the office. 

Role Summary

To provide reliable, proactive, and organised administrative support to senior leaders, with a primary focus on diary management, travel coordination, and day‑to‑day logistical support. This role ensures the smooth running of schedules, enabling leaders to operate efficiently and focus on strategic priorities.

• Provide reliable and efficient administrative support to senior leaders.
• Ensure smooth day‑to‑day operations through effective diary and meeting management.
• Organise and coordinate travel arrangements and logistics to enable seamless executive mobility.
• Act as a first point of contact for routine scheduling, queries, and organisational updates.
• Support leaders by managing time effectively and minimising scheduling conflicts.
• Maintain accuracy, confidentiality, and professionalism in all administrative tasks.
• Process all expenses

Position Description

Diary & Meeting Coordination

• Manage complex diaries, ensuring meetings are prioritised, scheduled efficiently, and conflicts resolved promptly.
• Coordinate internal and external meetings, including room bookings, attendee availability, and required materials.
• Monitor schedule changes and proactively communicate updates.

Travel & Logistics

• Arrange travel (flights, hotels, transport) in line with company policies and budget guidelines.
• Prepare detailed travel itineraries and ensure all documentation is provided ahead of travel.
• Manage last‑minute changes and support executives when travelling.

Administrative and Operational Support

• Prepare meeting agendas and packs when needed.
• Maintain updated contact lists and support onboarding/offboarding admin where required.
• Liaise with internal teams (HR, Finance, IT, Business Management) to support routine processes.
• Ensure timely submission of expenses.
• Support with event coordination or team activities as requested.
• Organising organisation-wide town halls and coordinating materials.
• Handle general inbox monitoring, meeting reminders, and follow‑up actions as required.

Professional Conduct

• Always maintain confidentiality.
• Represent the executive(s) professionally when communicating on their behalf.
• Build effective relationships across the organisation

Knowledge, Skills, Experience and Qualifications

• Some previous administrative or office support experience (1 to 2 years) preferred, but not essential for the right candidate.
• GCSEs or A‑Levels or NVQ or equivalent required. Further administrative qualification beneficial but not mandatory
• Excellent communication and interpersonal skills including an ability to handle communications at all levels from across the whole business
• Ability to prioritise tasks and manage last‑minute changes.
• Good problem-solving skills.
• Experience coordinating diaries or travel is desirable.
• Ability to work collaboratively in a team environment.
• Professional, calm, and proactive approach.
• Proficient in the use of other MS Office tools such as Excel, Word, PowerPoint, SharePoint and Teams
• Understanding of IT processes, terminology and systems (desired but not essential)

What we offer

For all the expertise and experience you bring to help us make a difference, it’s only sustainable if we support you to build your career and be your best self so we offer competitive company benefits, centred around promoting positive well-bring and work-life balance. We also believe in fostering a diverse and inclusive work environment, where all team members perspectives and contributions are valued. Initiatives in place which promote a diverse and inclusive culture and healthy work life balance include hybrid working, Sport & Social Clubs and Diversity and Inclusion networks.

As an employee of SMBC you have access to a host of both useful and exciting benefit offerings. See below some of the benefits on offer to you:

• Hybrid and flexible working 
• Competitive paid leave days
• Benefits to support your physical wellbeing, including private medical insurance and life and invalidity insurance 
• Various policies to support your mental wellbeing, including a robust behavioural health network with counselling and coaching services  
• Access a wide range of learning and development opportunities and career progression opportunities 
• Ambitious remuneration package

So, if you like a challenge and want to continuously grow and develop in a role where you will be supported along the way by a dynamic and diverse team, apply today!!