Vice President, Office Planning, Project & Events Management

Headquartered in Tokyo, Sumitomo Mitsui Banking Corporation (SMBC) is a leading global financial institution and a core member of Sumitomo Mitsui Financial Group (SMBC Group). Built upon our rich Japanese heritage since 1876, we put our customers first and provide seamless access to, from and within the Asia Pacific region.   SMBC is one of the largest Japanese banks by assets and maintain strong credit ratings across our global integrated network.  We work closely as one SMBC Group to offer personal, corporate and investment banking services to meet the needs of our customers.

 

With sustainability embedded within our strategy and operations, we are committed to creating a society in which today’s generation can enjoy economic prosperity and well-being, and pass it on to future generations.

Key Responsibilities

1. Office Planning & Administration 

• Lead the planning, coordination, and continuous improvement of the APAC CDAO office operations, including workspace management, resource allocation, and operational readiness. 

• Develop and maintain the APAC CDAO operational calendar, ensuring alignment of priorities across the leadership team and broader department. 

• Establish and manage standard operating procedures (SOPs) for office administration, document management, and internal communications within the CDAO function. 

• Coordinate with Facilities, Human Resources, IT, and Corporate Services to address office logistics, onboarding, seating, equipment, and other administrative requirements. 

• Prepare and manage the CDAO office administration budget, tracking expenditures and ensuring cost-effective allocation of resources. 

• Drive operational efficiency initiatives and identify opportunities for process improvement across the CDAO function. 

2. Executive Scheduling & Coordination (CDO & CDAO Support) 

• Provide direct scheduling and diary management support to the CDO and CDAO, proactively managing complex calendars across multiple time zones. 

• Coordinate and prioritise meeting requests, ensuring the CDO and CDAO's time is optimally allocated to high-impact activities and strategic engagements. 

• Prepare agendas, briefing materials, and pre-read documents for executive meetings, steering committees, and leadership forums. 

• Manage end-to-end coordination for the CDO and CDAO's travel arrangements (domestic and international), including itineraries, visa requirements, and expense reconciliation. 

• Act as a trusted gatekeeper and liaison, managing internal and external communications on behalf of the CDO and CDAO with discretion and professionalism. 

• Track and follow up on action items arising from executive meetings, ensuring timely completion and escalation where necessary. 

• Coordinate with senior stakeholders across SMBC Group (Head Office, regional executives, and functional heads) to facilitate seamless communication and alignment. 

3. Project Management & Governance 

• Manage a portfolio of strategic projects and initiatives within the APAC CDAO, ensuring delivery within scope, timeline, and budget. 

• Develop and maintain project charters, work plans, RAID logs (Risks, Assumptions, Issues, Dependencies), and status dashboards for key departmental initiatives. 

• Establish and enforce project governance frameworks, including stage-gate reviews, steering committee reporting, and milestone tracking. 

• Coordinate cross-functional inputs and dependencies across Data, Analytics, Technology, Risk, Compliance, and business stakeholder teams. 

• Prepare project status reports, executive summaries, and presentation materials for leadership and governance forums. 

• Ensure all project documentation adheres to SMBC's internal governance, audit, and regulatory standards. 

• Identify risks and bottlenecks proactively and work with stakeholders to develop mitigation strategies. 

• Support the CDO and CDAO in tracking the progress of strategic priorities and departmental OKRs/KPIs. 

4. Events Management 

• Plan, organise, and execute internal and external events for the APAC CDAO function, including town halls, leadership offsites, team-building activities, knowledge-sharing sessions, and industry forums. 

• Manage end-to-end event logistics including venue selection, vendor management, catering, audio-visual setup, invitations, RSVPs, and on-site coordination. 

• Coordinate flagship CDAO-hosted events such as Data & Analytics summits, innovation showcases, hackathons, and client/partner engagement sessions. 

• Develop event budgets, manage expenditures, and conduct post-event evaluation to assess impact and identify areas for improvement. 

• Liaise with Corporate Communications, Marketing, and external partners to ensure events align with SMBC Group branding and communication standards. 

• Support the planning and execution of Head Office-driven events, regional leadership conferences, and cross-departmental collaboration sessions. 

5. Stakeholder & Cross-functional Coordination 

• Serve as the central coordination point for the APAC CDAO office, facilitating communication and collaboration across internal teams and external partners. 

• Liaise with Tokyo Head Office, regional offices, and APAC business units to ensure strategic alignment and timely information flow. 

• Coordinate with HR on recruitment activities, onboarding, headcount planning, and team engagement initiatives for the CDAO function. 

• Support the CDO and CDAO in the preparation of board papers, management committee papers, and regulatory submissions as required. 

• Build and maintain strong working relationships with key stakeholders across Technology, Operations, Risk, Compliance, Finance, and front-office business divisions. 

• Act as a central secretariat function for CDAO leadership meetings, management committees, and working groups. 

Job Requirements 

Education & Qualifications 

• Bachelor's degree in Business Administration, Management, Project Management, Communications, or a related discipline. 

• Professional certifications such as PMP, PRINCE2, Certified Scrum Master, or equivalent project management qualifications are highly desirable. 

• Additional qualifications in Event Management or Office Administration are an advantage. 

Experience 

• Minimum 8–12 years of progressive experience in office management, project management, executive coordination, or events management, preferably within the banking or financial services industry. 

• Proven experience providing executive-level support to C-suite or senior leadership in a fast-paced, multinational environment. 

• Demonstrated track record in managing complex projects with multiple stakeholders, timelines, and dependencies. 

• Prior experience working within a data, analytics, technology, or innovation function is a strong advantage. 

• Experience working within a Japanese financial institution or with Japanese corporate stakeholders is preferred. 

Skills & Competencies 

• Exceptional organisational and time management skills, with the ability to manage competing priorities and deliver under pressure. 

• Strong project management capabilities with proficiency in project management tools and methodologies. 

• Excellent written and verbal communication skills, with the ability to prepare polished executive-level presentations and reports. 

• High emotional intelligence, discretion, and professionalism when handling sensitive and confidential matters. 

• Strong interpersonal skills with the ability to build relationships and influence stakeholders at all levels of the organisation. 

• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word, Teams) and collaboration tools. 

• Detail-oriented with a proactive and solution-driven mindset. 

• Ability to work independently while also being an effective team player in a collaborative environment. 

• Proficiency in English is essential; proficiency in Japanese is highly advantageous given the need to coordinate with Tokyo Head Office.