Job Description

:

Key Objectives:

The goal is to effectively support a C-Suite executive and act as the Office Manager responsible for all office administration, including managing an office admin team of 5.

Duties & Responsibilities: Executive Assistant

• Provide overall Administration Support to C-Suite executive and T&E support to their direct reports.
• Proactively and efficiently manage his/her time and the meeting schedules. 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.
• 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 for for local and international travel

• Manage the overall process of visa application where required, flight bookings and changes, hotel accommodation and transportation arrangements.
• Plan and prepare travel itinerary and meeting agendas for the leader or larger team meetings.
• Coordinate with the respective EAs/PAs to manage the travel itineraries and meeting agendas of visiting Senior Executives 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, vendors etc.
• Monitor work deadlines for leader / team for both internal and external commitments, e.g. management meetings, presentations, reports, conferences/events, and projects.
• Prepare and maintain the team organisation 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 Leader 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 eg. assistance with presentations, managing business contact database
• Organise conferences/events, social lunches/dinners, and regional/management meetings hosted by the Leader

• Supervision of admin team
• Overall responsibility of Facilities management including office barista
• Reception
• Pantry
• Onsite events coordination
• Point of contact for external partners and admin vendors eg.building management
• Responsible for ensuring the office set up meets WHS requirements

• Professional with discretion when dealing with confidential information
• Office Management
• Execellent communication skills, both verbal and written
• Exceptional organizational and time management skills
• Collaborative
• Ability to multi-task and prioritise work
• Adaptable
• Proficient at an intermediate to advanced leavel with the Microsoft Office suite of tools
• People supervision experience
• Experience working in a global, matrix environment

Chubb