Executive Assistant

4 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia AIA Hong Kong and Macau Full time

At AIA we've started an exciting movement to create a healthier, more sustainable future for everyone.

It's about finding new ways to not only better people's lives, but to better the communities and environments we live in. Encompassing our ambition of helping a billion people live Healthier, Longer, Better Lives by 2030.

And to get there, we need ambitious people who believe in playing an important part in shaping that future. People seeking unmatched career and personal growth opportunities, who are driven to work with, and learn from some of the most inspiring and supportive leaders in the business.

Sound like you? Then read on.

About the Role

To provide personal assistant and secretarial support to Division EXCO, such as organizing and managing the calendar, scheduling monthly/biweekly meetings with EXCO direct reports, assisting in engagement for any festivities and events with external business partners, handling travel and accommodation arrangements, assisting with claim submission and approvals, and managing the driver schedule arrangements.

Job Responsibilities:
  1. Provide office administrative support for the overall division, such as:
  • Ensure materials and equipment including workstation, laptop, phone lines, stationery, access to local or group mails/ portals/ folder, etc. for new joiners (new recruits and transferees) are prepared promptly prior to joining and for existing employees are adequate and functional.
  • Perform purchasing functions & render other administrative support by liaising with other departments on related issues to provide office support to the team.
  • Work closely with other departments on any project related e.g., fire drill, clean desk policy, compliance, etc.
Coordinate the Business Continuity Plan (BCM) matters:
  • Provide the necessary support, including maintaining and updating the department's structured 'Call Tree' and fire drill exercise.
  • Provide necessary support to BCM Manager to conduct & complete department Business Impact Analysis, ensuring all necessary stakeholders are involved and engaged.
  • Ensure that staff complete the annual BCM Business Continuity Management – Staff Awareness Training.
Support HR and Finance administrative matters, i.e.:
  • Monitor the department's mandatory e-learning completion, performance management conversation, staff engagement survey (Gallup), and all other mandatory learning courses.
  • Ensure materials and equipment for new member of the Senior Leadership Team onboarding process are properly set up.
  • Monitor claims submission by staff to ensure eligible items are submitted promptly.
  • Attend to staff travel & hotel invoices for timely payment to travel agent.
Drive staff engagement activities in the division, which includes quarterly staff engagement, team building, town hall, and staff annual party.Ensure the team complies with the Company's policies and standards, as well as regulatory requirements.Perform ad-hoc projects and tasks when required.Job Requirements:
  • Minimum Diploma in Business Studies, Secretarial and/or its equivalent qualification.
  • Minimum 5 years of experience as Personal Assistant or Executive Secretary.
  • Excellent spoken and written skills in English and Bahasa Malaysia. Ability to converse in other dialects will have better advantage.
  • Good coordination and administrative experience in managing the office of the Division EXCO.
  • Mature, confident, and able to communicate with other senior leaders in the Company and external business associates.
  • Passion for working in a fast-moving, collaborative workplace.
  • Ability to adapt quickly and perform under pressure.
  • A positive, proactive attitude toward tackling challenges.

Build a career with us as we help our customers and the community live Healthier, Longer, Better Lives.

Do you believe in better?

At AIA, we don't simply believe in being 'The Best'. We believe in better - because there's no limit to how far 'better' can take us.

If you believe in better, we'd love to hear from you.

#J-18808-Ljbffr

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