Key Objective of this role:

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 Singpaore and while travelling. Ensure s/he is well prepared and supported for an extensive range of meetings with internal and external stakeholders; which include organiinge 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. Liaises 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 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 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 organisation 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. Organise conferences/events, social lunches/dinners, and regional/management meetings hosted by the Executive.

 

Skills :

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