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Executive Coordinator

7 days ago

Cyberjaya, Selangor, Malaysia AIA Hong Kong and Macau Full time

Join us at AIA Hong Kong and Macau as we strive to create a healthier, more sustainable future for everyone. Our goal is to help a billion people live Healthier, Longer, Better Lives by 2030.

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We seek ambitious individuals 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.

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About the Role

This role will provide secretarial and administrative support to ensure the smooth operation of our office.

  • Calendar Management: Manage calendar, plan, coordinate and ensure schedule is well managed; handle administrative matters expeditiously, proactively, and follow through on any administration matters.
  • Travel Arrangements: Manage travel arrangements, including flight bookings and hotel accommodations.
  • Meeting Preparation: Prepare agendas and arrangements for meetings, meeting materials, and taking minutes.
  • Personal Assistance: Provide full range of confidential personal assistance and handle personal matters.
  • Confidential Records: In charge of overall administrative support and confidential records.
  • Correspondence: Manage and handle all aspects of local and overseas confidential correspondences.
  • Invoice and Payment: Handle invoice and payment arrangements.
  • Purchasing Activities: Assist in purchasing activities such as planning, issuing, and following up on purchase order deliveries.
  • Vendor Management: Vendor management (Venue, Catering, Gifts).
  • Compilation and Coordination: Compile and coordinate the compilation of minutes and presentation decks from different stakeholders.
  • Event Organization: Organize Division/Department major events/meetings (Townhalls, key internal/external meetings/Team Bonding activities).

Job Requirements:

  • Candidates must possess at least a Professional Certificate / Diploma / Professional Degree or equivalent.
  • Minimum 3-5 years working experience in a related field is required.
  • Proficiency in English, Mandarin, and Cantonese.
  • Able to write clearly and concisely and work within tight deadlines.
  • Possess personal attributes such as maturity, interpersonal skills, professional integrity, and initiative.
  • Good planning, organizing, excellent communication skills, good follow-up, and coordination skills.
  • Well versed in Microsoft Office applications (Excel, Word, PowerPoint).