At AIA we've started an exciting movement to create a healthier, more sustainable future for everyone. Sound like you Then read on. About the Role Responsible for providing secretarial / administrative support to executives Role And Responsibilities Provide comprehensive secretarial and administrative support to the EXCO member, by dealing with work of a highly confidential nature and plan proactively in ensuring efficient time management of the EXCO. Handle scheduling and coordinating meetings/appointments of EXCO member, Coordinate/Liaise with Group Office personnel and EXCO's direct reports Support overall division and departmental admin duties and general operational maintenance Accurately maintain and monitor diaries Prepare documents, reports and presentations Handle and screen phone calls and answer queries/complaints Handle meeting/teleconference/video conference arrangement Handle filing and maintain proper records Ensure contact details and relevant information in Microsoft Outlook or other platform when advised, is updated to TECH on regular basis (i.e. monthly/regularly/when needed) Ensure materials and equipment including work station, desktop/laptop, phone lines, phone (if applicable), stationery, access to local or group mails/portals/folder, etc. for new joiners (new recruits and transferees) are prepared properly prior to joining and for existing employees are adequate and functional To housekeep Crown records that have exceeded 7 years retention period and send for destruction accordingly. To act as BCP Coordinator for the department. To collate Division reports that requires EXCO approval (eg. Call tree test results). To render administrative support to other department of the Division when required. To render support and assistance to SLTs/NGF+ champions/Vitality champions / HR/Corporate Security/REI for department engagement activities or where matters are required. To handle/oversee all meeting rooms at L28. Assist EXCO in handling travel and accommodation arrangements for local and foreign visitors handle expense claims and handle payment matters. Perform ad-hoc projects and tasks when required Job Requirements Education : Diploma in business studies, secretarial and or its equivalent qualification Work Experience : At least 5 years of experience as Executive Secretary for senior management Other skills : Proficiency in Microsoft Office, effective verbal and written communication skills.
