Executive Assistant

2 days ago

Singapore FWD Insurance Full time

Established in Asia in 2013, FWD is the insurance business of investment group, Pacific Century Group, and spans Hong Kong & Macau, Thailand, Indonesia, the Philippines, Singapore, Vietnam, Japan and Malaysia, offering life and medical insurance, general insurance, employee benefits, Shariah and Family Takaful products across a number of its markets.

In Singapore, FWD aims to change the way people feel about insurance by leveraging technology to deliver products and services that are relevant, easy to understand and always convenient for our customers. To this end, we have a direct-to-consumer (DTC) platform that allows customers to buy their preferred life and general insurance products directly from our website; as well as a network of preferred Financial Advisory (FA) firms for customers who want to speak with an advisor before committing to an insurance plan. Whatever their preference, we believe insurance should be simple, reliable and convenient.

Similarly, if you are looking for a career where you can create a real impact and celebrate living, we invite you to join us on our exciting journey.

PURPOSE

To undertake a supportive role where the individual will be administering a variety of administrative and clerical tasks in order to optimize workflow procedures in the office. Be the point of reference for all queries, requests or issues.

KEY ACCOUNTAIBILITIES

Secretarial and Administrative work
- Provide secretarial and administrative support to assigned executives.
- Answer the incoming calls for assigned executives.
- Handle the incoming mails for assigned executives - e.g., distribute to the relevant parties and follow up.
- Expenses and medical claims for assigned executives.
- Assist in renewal of club membership.
- Check through documents, expenses claim to ensure accuracy before submission.
- Assist in preparation of presentation materials and reports.
- Be a key contact person e.g., follow up enquires and/or direct to the assigned executives.

Calendar Management
- Maximise efficiency and effectiveness of the time for the assigned executives.
- Manage calendar and coordinate meetings.
- Schedule and coordinate meetings and appointments including booking of venue and sending the meeting invites.
- Set up offline and online meeting and ensure the connection runs smoothly.
- Be mindful of calendar progression throughout the day.
- Plan ahead (schedule and plan the regular meetings)

Travel and hotel arrangement
- Handle travel arrangement (tickets, hotel, visas and transfers) for assigned executives.
- Review and monitor the travel booking processing.
- Check against Travel and Expenses Policy and provide the advisory to the travellers and bookers.
- Check through all the travel requisition before getting approval.

Office Administrative
- Raise purchase orders and invoices through procurement systems.
- Arrange gift and festival hampers for VIP clients and media sending on behalf of assigned executives.
- Purchase office supplies e.g., fruits

Ad-hoc support
- Provide ad-hoc support to Marketing and Events team.

QUALIFICATIONS / EXPERIENCE
- Diploma/Degree holders
- Experience in administration/secretarial

KNOWLEDGE, SKILLS & ABILITY
- Excellent communication skills (Written & Spoken)
- Proactive and good in relationship management
- Excellent calendar management experience
- Good command of written and spoken English

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