Shared Executive Assistant

Job Purpose:
Provides full range of secretarial and administrative support to the senior executive.

Major Accountabilities:
1) Providing Executive Assistant supports to the Executive you assigned (full scope), include:
- Manage, organize, and maintain the Executive’ daily working schedule includes setting up appointments, meetings and activities to ensure his/her daily working schedule effectively arranged.
- Manage travel arrangements for the Executive’ trips includes preparing travel request, visa applications, reserving air tickets, hotels, transportations and itineraries both local & international, and assist him/her and their family members for home trip (if any).
- Support the Executive in tracking all of his/her expenses and making claiming/payments of those expenses.
- Assist the Executive with his/her specific HR admin related tasks requested by HR Depart and when assigned by the Executive.
- Coordinate with other Shared Executive Assistant in organizing the travel plans for senior visitors/guests of the Executive (if any).
- Be responsible in checking the documents submitted to the Executive to ensure all the documents were properly viewed/prepared by relevant people before getting the Executive’s approval.
- Support the Executive in planning, managing and controlling the budget of his/her Office/Department when and as assigned by the Executive.

2) Assisting other Executives when there is any Shared EA on leave or when there is a change in the Executive’s future arrangements as assigned by the Shared EA Supervisor.

3) Other tasks/projects when and as assigned by the Executive, and by the Shared EA Supervisor (if any).

4) Providing admin supports, include:
a. HR Admin related matters: Only the GCF Level 7 within the assigned departments (the Directors) receive this type of “HR Admin related matters” support; and it has to be requested from/by HR Department or when and as assigned by that Director.
b. Day to day Admin works:
- Provide supports to only the GCF Level 7 within the assigned departments (the Directors) in:
+ Arrange travel bookings for the GCF Level 7 within the assigned departments (the Directors) includes preparing travel request, visa applications, reserving air tickets, hotels, transportations and itineraries both local & international.
+ Tracking his/her travel and entertainment expenses and making claiming/payments of those expenses.
+ Organizing the travel plans for his/her visitors/guests from RO or Corporate (if
any).
+ Other biz travel related tasks when and as assigned by the Director
+ The staff members within the assigned departments have to manage their own travel bookings through Office Services. The Shared EA can support the staff member in managing these travel bookings ONLY IF that staff member travels on the same biz trip with the Executive or the Director. Same application for the staff ‘s reimbursements after biz trip.
- Other admin works
+ Arranging venue, logistic for the team offsite meetings/team building meetings
+ Preparing office supplies as ordering stationary, ink, water,…; manage department’s incoming/outgoing mails and filing systems, soft & hard copies.
+ Communicating concerns/problems about equipment and/or related services and resolve problems in a timely manner
+ For the staff member who wishes to ask the Shared EA for extra “admin works” supports which don’t fail within the Shared EA’s above scope of works, please inform the Shared EA’s line manager if it can potentially take up a lot of
working time of the Shared EA. The Shared EA will confirm if she can take on that task based on the permittance of her current workload and time.

- Good written and verbal English communication skills
- Computer literacy; proficient with: MS Word, MS Excel, Lotus Notes, Visio.
- Quick learner and have the ability to multi-task.
- Discipline, strong follow up, attentive to detail.
- Good interpersonal and organizational skills.

Education and Experience:
1. Secretarial training or University graduate
2. Minimum of 5 years experience in assisting senior management or director level (preferably in an insurance company).

- According to company's policy

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