Executive Assistant

You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.

Job Description:

Job description (heading) /  Description du poste (titre)

• The role of Executive Assistant will provide full range of secretarial and administrative support to assigned executives.

Preferred skills (heading) / Compétences particulières (titre)

• Be a well experienced executive secretary who has the ability to professionally manage a multitude of responsibilities
• Applies expert knowledge in travel arrangements and visa applications
• Possess approachable personality with an ability to work well in a team environment and be flexible on constant changes
• Have proven experience on handling logistics of offsite or in-house full day conferences with minimum supervision

Qualifications (heading) / Compétences (titre)

• Degree holder with solid relevant experiences
• Able to work independently and be detail-oriented
• Strong interpersonal and communication skills
• Must be well-organized and strong sense of urgency and problem-solving skills
• Ability to act with integrity, professionalism, and confidentiality
• Comfortable in multitasking and can provide efficient results
• Proficient computer skills including Word, Excel, PowerPoint, and Outlook

Responsibilities (heading) / Responsabilités (titre)

• Provides expert secretarial and administrative support for assigned executives, e.g. calendar management, travel scheduling/arrangements, processing of expense claims and carrying out any ad hoc tasks as needed.
• Plans and schedules meetings, conference calls, offsite or in-house conferences involving key executives.  Coordinates logistics for these meetings and conferences with minimum supervision, e.g. quarter-end meetings, pre & post meetings, etc.
• Gathers and compiles data required for presentation materials. Provides support and assistance to the team in preparing the presentation materials.
• Acts independently in referring matters to other executives for appropriate actions.
• Coordinates with other secretaries of the functional heads and Head of Business Units on administrative and functional details.
• Prepares annual forecast and budget submission for the department, as directed.
• Maintain strong link with executives and EAs, e.g. Corporate, Asia Regional Office  and Business Units.
• Ad hoc projects follow up, as directed.
• Reading and reviewing incoming emails, corresponding on behalf of the manager as necessary and within their scope of jobs.
• Understand executives’ priorities, deadlines, milestone dates and projects in order to prioritize scheduling, email management, set reminder and follow up accordingly.
• Follow up meeting materials are ready prior to meetings and conferences, ensuring meetings are well planned and effective.
• Check/review all expense report, payment requests, agreements prior to CFO’s approval including travel expenses reports via Concur or SNAPs, and any agreements/documents for authorized signers

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