Job Description

Position Overview
Responsible for the smooth running of RGA Singapore office by providing efficient and effective office administration services and lead related projects. The role also includes executive secretarial and marketing support to executives.
Responsibilities
Office Maintenance

• Manage service providers to ensure optimal office cleanliness
• Upkeep the internal office structure, liaise with building management and manage facility issues/improvements to ensure conducive working environment
• Act as the contact person for liaison with landlord and for office building management emergencies, which may require effort outside of regular office hours
• Act as a fire warden for the office; attend training and manage fire evacuation drills
• Ensure that relevant pest control measures are in place
• Monitor office space requirement and manage office relocation when necessary

Office Administration

• Act as the point of contact for office admin/support matters
• Greet visitors; answer and redirect incoming phone calls; administer/manage/distribute incoming and outgoing mails
• Ensure provision of pantry, office stationery and printing items are maintained
• Maintain proper office records, manage purchases and supplier agreements, inventories, filing systems
• Assist associates to get settled in, e.g. door access, issuance of mobile phone and laptop equipment, office tour
• Administer telephone/voice mail set-up, security system changes and updates
• Organize social functions and internal meetings, e.g. lunch & learn, team building activities, regional meetings, company functions
• Support and co-ordinate the delivery of the DEI, Wellbeing and Social Committee actions, events, and associated activities in partnership with stakeholders
• Provide on-boarding program support in partnership with HR enabling an engaging and positive onboarding experience for new joiners
• Establish office related policies and guidelines and communicate to related members about the office management news and update
• Keep abreast of the relevant regulation and manage workplace safety

Executive Assistant

• Coordinate internal/external meetings and conference calls and ensure calendars are updated/current
• Prepare and submit expense reports on regular basis
• Prepare and organize presentations for internal/external meetings or events
• Carry out research assignments and prepare letters, reports, presentations, or other documents as required
• Build travel itineraries, agenda and manage travel bookings
• Arrange all staff and/or client in house or external catering functions
• Assist with Singapore visa processing for overseas visitors
• Maintain travel records on portal and assist RGA’s travel provider in traveler record audits

Marketing Support & Client Services

• Organize clients’ related events/functions, e.g. seminars, roundtable, conferences including on-site support
• Identify/source marketing materials and giveaway items and prepare annual greetings
• Act as the local CRM super user; manage Singapore contacts, upload/distribute visit reports
• Attend quarterly trainings and conduct CRM audit on quarterly basis

Office IT Support

• Act as a contact point for IT related issues and liaise with IT Team
• Procure IT equipment, e.g. laptops and phones, manage inventory and warranty listing
• Set up and re-image computers for new employees and provide briefing to the use of IT equipment

Business Continuity Planning

• Member of the local BCP Team and Site Crisis Management Team
• Maintain BCP and conduct Business Continuity exercise for the office

Team Management

• Accountable for managing the administration team and acting as resource back-up within the team
• Recruit, train and coach the team as needed

Other duties as assigned by Manager
Requirements

• Strong oral and written communication skills
• 7 to 10 years’ relevant administrative experience
• Experience in operating in diverse and multi-cultural environment
• Strong time management skills and ability to work in fast- paced environment
• Excellent vendor management
• Good attention to detail, ability to keep information organized and confidential
• Superior level of professionalism, discretion, and dependability
• Ability to co-ordinate many high-priority deadlines simultaneously
• Strong focus of attention to details, time management and organizational ability
• Be flexible to work outside regular business hours, when required
• Be discreet and able to maintain high level of confidentiality
• Highly adaptive, proactive, ability to work independently as well as within a team
• Resourceful, strong problem-solving skills and ability to make routine decisions independently
• Excellent computer skills, especially MS Office

Company Overview
Reinsurance Group of America, Incorporated (NYSE: RGA) is one of the largest global providers of life reinsurance, with offices around the world. RGA delivers expert solutions in individual life reinsurance, individual living benefits reinsurance, group reinsurance, financial solutions, facultative underwriting and product development. Our purpose is to make financial protection accessible to all, and our mission is to enhance our clients’ prosperity by supporting their financial and risk management capabilities. RGA’s culture stresses high performance and collaboration, and the company values creativity and curiosity. RGA also values humility, and its employees work together without ego to bring value to RGA while revolutionizing the life and health insurance space.
Job Reference: AS02195