Singapore Job Openings
Chubb
Executive Assistant
Singapore
FULL TIME
October 13, 2024
Provide support to a Senior Leader ensuring timely and accurate functioning of the reporting and administrative elements of this function.
Responsibilities:
- Provide overall support to the Executive – full diary management and T&E, with some support to this roles direct reports with respect to T&E administration.
- Proactively and efficiently manage the Executive’s diary and meeting schedules both in Singapore and while travelling. Ensure s/he is well prepared and supported for an extensive range of meetings with internal and external stakeholders; which include organizing meeting venues/video conferences, prepare agenda’s and presentations, pre-meeting briefings, record and distribute minutes of meetings, follow-up action plans accordingly.
- Expense claim management for the Executive and any direct reports
- Prepare, follow up on receipts and submit expense claims.
- Ensure timely submission of the expense report within the amex card deadline
- Comprehensive travel arrangements for local and international travel
- Manage the overall process of visa application, , flight bookings, hotel accommodation and transportation arrangements.
- Plan and prepare travel itinerary and meeting agendas
- Coordinate with the respective EAs/PAs to manage the travel itineraries and meeting agendas of visiting Senior Management from the Group or Region.
- Act as a key contact point between internal and external stakeholders, arrange meetings as appropriate, and maintain good communication and relationships. L iaises with Senior Executives of Chubb and with external Senior Executives from partners, vendors etc.
- Monitor Executive’s work deadlines for both internal and external commitments, e.g. management meetings, presentations, reports, conferences/events, and projects.
- Prepare and maintain the team organization charts
- Manage emails and telephone calls professionally, re-direct or take messages and proactively deal with issues in a timely and efficient manner.
- Use discretion and judgment in the absence of the Executive and his leadership team to manage or refer urgent matters to the appropriate senior management staff.
- Assist new joiners to the team with their onboarding into the organization
- Manage internal visitor’s and external guests visits to the regional office ensuring that all details of visits are professionally managed
- Co-ordinates daily administrative functions for the team and performs other ad hoc duties as and when required eg. assistance with presentations, managing business contact database etc.
- Organize conferences/events, social lunches/dinners, and regional/management meetings hosted by the Executive.
- Professional and discretion when dealing with confidential information
- Execellent communication skills, both verbal and written
- Exceptional organizational and time management skills
- Collaborative
- Ability to multi-task and prioritise work
- Proficient at an intermediate to advanced level with the Microsoft Office suite of tools, ability to use all tools daily for work and to learn new technology
- Experienced with complex / multi city and frequent travel bookings Proficient user of Concur
Please take note that this role is a 1 year contract
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