Executive Assistant and Office Manager

**Key Objectives**:
The goal is to effectively support a C-Suite executive and act as the Office Manager responsible for all office administration, including managing an office admin team of 5.

**Duties & Responsibilities: Executive Assistant**
- Provide overall Administration Support to C-Suite executive and T&E support to their direct reports.
- Proactively and efficiently manage his/her time and the meeting schedules. Ensure they are well prepared and supported for an extensive range of meetings with internal and external stakeholders; which include organize meeting venues/video conferences, prepare agenda and presentation, pre-meeting briefings, record and distribute minutes of meetings, follow-up action plans accordingly.
- Expense claim management for Leaders and their 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 arrangement for for local and international travel
- Plan and prepare travel itinerary and meeting agendas for the leader or larger team meetings.
- Coordinate with the respective EAs/PAs to manage the travel itineraries and meeting agendas of visiting Senior Executives 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. L iaises with Senior Executives of Chubb and with external Senior Executives from partners, vendors etc.
- Monitor work deadlines for leader / team for both internal and external commitments, e.g. management meetings, presentations, reports, conferences/events, and projects.
- Prepare and maintain the team organisation charts
- Use discretion and judgment in the absence of the Leader to manage or refer urgent matters to the appropriate senior management staff.
- Provide professional office hospitality to visitors and guests.
- 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 Organise conferences/events, social lunches/dinners, and regional/management meetings hosted by the Leader

**Duties & Responsibilities: Office Manager**
- Supervision of admin team
- Overall responsibility of Facilities management including office barista
- Reception
- Pantry
- Onsite events coordination
- Point of contact for external partners and admin vendors eg.building management
- Responsible for ensuring the office set up meets WHS requirements

**Skills**:

- Professional with discretion when dealing with confidential information
- Office Management
- Execellent communication skills, both verbal and written
- Exceptional organizational and time management skills
- Collaborative
- Ability to multi-task and prioritise work
- Adaptable
- Proficient at an intermediate to advanced leavel with the Microsoft Office suite of tools
- People supervision experience
- Experience working in a global, matrix environment

**Key Objectives**:
The goal is to effectively support a C-Suite executive and act as the Office Manager responsible for all office administration, including managing an office admin team of 5.

**Duties & Responsibilities: Executive Assistant**
- Provide overall Administration Support to C-Suite executive and T&E support to their direct reports.
- Proactively and efficiently manage his/her time and the meeting schedules. Ensure they are well prepared and supported for an extensive range of meetings with internal and external stakeholders; which include organize meeting venues/video conferences, prepare agenda and presentation, pre-meeting briefings, record and distribute minutes of meetings, follow-up action plans accordingly.
- Expense claim management for Leaders and their 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 arrangement for for local and international travel
- Plan and prepare travel itinerary and meeting agendas for the leader or larger team meetings.
- Coordinate with the respective EAs/PAs to manage the travel itineraries and meeting agendas of visiting Senior Executives 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. L iaises with Senior Executives of Chubb and with external Senior Executives from partners, vendors etc.
- Monitor work deadlines for leader / team for both internal and external commitments, e.g. management meetings, presentations, reports, conferences/events, and projects.
- Prepare and maintain the team organisation charts
- Use discretion and judgment in the absence of the Leader to manage or refer urgent matters to the appropriate senior management staff.
- Provide professional office hospitality to visitors a