Executive Assistant

3 days ago

Cyberjaya, Malaysia AIA Full time

Bring your career aspirations to life with AIA To provide efficient day to day secretarial and administrative support.- Management of HOD's calendar i.e. plans, coordinates and ensures that HOD's schedule is well managed, as "gatekeeper" and "gateway" role. Prioritizes conflicting needs; handles administrative matters expeditiously, proactively, and follows through on any administration matters.- - To manage travel arrangement, including flight bookings and hotel accommodation- - Prepare agendas and arrangement for meeting, meeting material and taking minutes of meeting.- - To provide full range of confidential personal assistance and to handle personal matters.- - In charge of overall administrative support and confidential records.- - Manage and handle all aspects of local and overseas confidential correspondences.- - Handling invoice and payment arrangement- - Assist in purchasing activities such as planning, issuing and follow up on purchase orders delivery- - Monitor and communicate with supplier or IT on delivery of goods purchase- - To undertake other special assignment, ad hoc functions and project as and when required.- - Manage and coordinate office stationery- - Team expenses claims handling- - Focal person on staff onboarding/offboarding (work with Managers)- - Coordinate the Distribution of Company-issued Items- - Staff welfare administration e.g. Get Well basket, Wreaths, Baby Gifts, Birthday Celebrations- - Vendor Management (Venue, Caterings, gifts)- - Organize Division/Department major events/meetings (Townhalls, key internal/external meetings/Team Bonding activities)- - Focal person for company events e.g. D&D, Staff Townhalls etc- Job requirements: - Education- - Experience- Minimum 3-5 years working experience in related field is required- Practical Skills/Abilities: - 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- Build a career with us as we help our customers and the community live healthier, longer, better lives._

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