Executive Assistant

Key Objectives:

Providing support to Global Leaders of Consumer Lines to ensure timely and accurate functioning of the reporting and administrative elements of this area.

Major Duties & Responsibilities:

• Provide overall Administration Support to leaders and some team support.

• Proactively and efficiently manage the time and the meeting schedules of the two senior global leaders. Ensure they are well prepared and supported for an extensive range of meetings with internal and external stakeholders; which include organize meeting venues/video conferences, prepare agenda and presentation, pre-meeting briefings, record and distribute minutes of meetings, follow-up action plans accordingly. Managing diaries and meetings across multiple time zones and in coordinating with EA’s in other regions.

• Expense claim management for Leaders and their 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 arrangement

  • Manage the overall process of visa application, flight booking, hotel accommodation and transportation arrangements.
  • Plan and prepare travel itinerary and meeting agendas for the two leaders

• Coordinate with the respective EAs 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. Liaises with Senior Executives of Chubb and with external Senior Executives from partners, broking houses, insurance bodies etc.

• Monitor work deadlines for leaders for both internal and external commitments, e.g. management meetings, presentations, reports, conferences/events, and projects.

• Prepare and maintain the teams 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 Leaders to manage or refer urgent matters to the appropriate senior management staff.

• Provide professional office hospitality to visitors and guests.

• Co-ordinates daily administrative functions for the team and performs other ad hoc duties as and when required e.g.. assistance with presentations, managing business contact database

• Organize conferences/events, social lunches/dinners, and regional/management meetings hosted by the Leader

• Manage the overall process of organizing and execution of team events - budgeting, sourcing,  contract negotiation, venue reservation, flights bookings, hotel accommodation, transportation arrangement. Meeting agendas and programmes.

• 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 prioritize work
  • Adaptable
  • Proficient at an intermediate to advanced level with the Microsoft Office suite of tools