Executive Assistant

At AIA we've started an exciting movement to create a healthier, more sustainable future for everyone.

Sound like you Then read on.

About the Role

Responsible for providing personal assistant and secretarial support to Division EXCO.

To provide personal assistant and secretarial support to Division EXCO, such as organizing and managing the calendar, scheduling monthly / biweekly meetings with EXCO direct reports, assisting in engagement for any festivities and events with external business partners, handling travel and accommodation arrangements, assisting with claim submission and approvals, and managing the driver schedule arrangements.

Provide office administrative support for the overall division, such as:

• Ensure materials and equipment including workstation, laptop, phone lines, stationery, access to local or group mails/ portals/ folder, etc. for new joiners (new recruits and transferees) are prepared promptly prior to joining and for existing employees are adequate and functional.
• Performs purchasing functions & render other administrative support by liaising with other department on related issues to provide office support to the team.
• Working closely with other departments on any project related e.g., fire drill, clean desk policy, compliance & etc.

Coordinate the Business Continuity Plan (BCM) matters:

• Provide the necessary support, including maintaining and updating the department's structured Call Tree and fire drill exercise.
• Provide necessary support to BCM Manager to conduct & complete department Business Impact Analysis, ensuring all necessary stakeholders are involved and engaged.
• Ensure that staffs complete the annual BCM Business Continuity Management - Staff Awareness Training.

To support HR and Finance administrative matters, i.e.:

• Monitor the department's mandatory e-learning completion, performance management conversation, staff engagement survey (Gallup), and all other mandatory learning courses.
• Ensure materials and equipment for new member of the Senior Leadership Team onboarding process are properly set up.
• Monitor claims submission by staff to ensure eligible items are submitted promptly.
• Attends to staff travel & hotel invoices for timely payment to travel agent.

Drive staff engagement activities in the division, which includes quarterly staff engagement, team building, town hall, staff annual party, and promoting vitality awareness.

Ensure the team complies with the Company's policies and standards, as well as regulatory requirements.

Perform ad-hoc projects and tasks when required.

Job Requirements:

• Minimum Diploma in Business Studies, Secretarial and/or its equivalent qualification.
• Minimum 5 years of experience as Personal Assistant or Executive Secretary.
• Excellent spoken and writing skills in English and Bahasa Malaysia. Ability to converse in other dialects will have better advantage.
• Good coordination and administrative experience in managing the office of the Division EXCO.
• Mature, confident, and able to communicate with other senior leaders in the Company, external business associates, and Bank partner.

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