Executive Secretary

2 weeks ago

Downtown Core, Singapore Allianz Full time

**Entity**: Allianz Insurance Singapore We are looking for a dependable and detail-oriented Administrative Assistant to support the CEO with day-to-day administrative and coordination tasks, while also managing general office administration to ensure smooth office operations. This role is ideal for someone who enjoys working in a fast-paced environment, takes initiative, and handles confidential matters with discretion. You will also work closely with colleagues from the regional office to support cross-border meetings, reporting, and alignment on shared priorities.

**Responsibilities**:

- Manage and organize the CEO’s calendar, appointments, and meetings.
- Coordinate logistics for internal and external meetings, including booking venues, preparing materials, and arranging refreshments if needed.
- Make travel arrangements (flights, accommodation, transport) and process travel claims and expense reports.
- Assist with preparing simple presentations, reports, and correspondence.
- Take meeting notes and follow up on action items as needed.
- Manage communications and liaise with internal and external stakeholders on behalf of the CEO.
- Work closely with regional office colleagues to coordinate cross-market meetings, deadlines, reporting requirements, and events.
- Provide ad-hoc administrative support as requested by the CEO.
- Maintain office supplies, pantry stock, and stationery inventory; coordinate orders with vendors.
- Serve as the point of contact for office maintenance, courier services, and facility-related matters.
- Ensure the cleanliness, safety, and organization of the office space.
- Assist in organizing office events, celebrations, and team activities.
- Maintain filing systems and update administrative records as needed.

**Requirements**:

- Diploma in Business Administration or related field.
- Minimum 5 years of experience supporting senior executives, ideally in an MNC or financial services environment.
- Prior experience in office or facilities management is a plus.
- Proficiency in Microsoft Office is a must
- Ability to utilise Generative AI tools where required

77471 | Operations | Entry Level | Non-Executive | Allianz Singapore | Full-Time | Permanent
Allianz Group is one of the most trusted insurance and asset management companies in the world. Caring for our employees, their ambitions, dreams and challenges, is what makes us a unique employer. Together we can build an environment where everyone feels empowered and has the confidence to explore, to grow and to shape a better future for our customers and the world around us.

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