Executive Assistant

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Responsibilities:

• Management of calendar scheduling i.e. plans, coordinates and ensures the schedule is well managed, as "gatekeeper" and "gateway" role. Prioritizes conflicting needs; handles administrative matters expeditiously, proactively, and follows through on any administration matters.
• Manage travel arrangements, including flight bookings and hotel accommodation.
• Prepare agendas and arrangements for meetings, meeting materials, and taking minutes of meetings.
• Provide a full range of confidential personal assistance and handle personal matters.
• In charge of overall administrative support and confidential records.
• Manage and handle all aspects of local and overseas confidential correspondences.
• Handle invoice and payment arrangements.
• Assist in purchasing activities such as planning, issuing, and following up on purchase order deliveries.
• Undertake other special assignments, ad hoc functions, and projects as required.
• Compile and coordinate the compilation of minutes and presentation decks from different stakeholders.
• 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, and good follow-up and coordination skills.
• Well versed in Microsoft Office applications (Excel, Word, PowerPoint).

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AIA Shared Services (AIASS) was established in May 2009 as a subsidiary of AIA Group Limited (known as ‘AIA’), the largest independent publicly listed pan-Asian life insurance group and a market leader in the Asia-Pacific region for life insurance premiums. Since its establishment, AIASS has grown from strength to strength and today consists of a 1600-strong workforce, committed to providing best-in-class services to support the AIA Group’s operations. As an employee-centric organisation, we believe in value creation through career development opportunities for our employees.

Perks and benefits include extensive medical and hospitalization coverage, professional membership sponsorship, additional employer EPF contribution, hybrid working arrangements, dental and optical benefits, and an employee share purchase plan.