Senior Administrative Coordinator

9 hours ago


Singapore CHUBB Full time
Job Description:

The Senior Administrative Coordinator will provide high-level administrative support to a senior leader at CHUBB, ensuring timely and accurate functioning of the reporting and administrative elements of this function.

Key Responsibilities:
  • Provide overall support to the Executive – full diary management and T&E, with some support to their direct reports with respect to T&E administration
  • Proactively and efficiently manage the Executive's diary and meeting schedules both in Singapore and while travelling. Ensure they are well prepared and supported for an extensive range of meetings with internal and external stakeholders; which include organizing meeting venues/video conferences, prepare agendas 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. Liaise 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, 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.


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