Chubb Life: Executive Assistant

3 days ago

Singapore Chubb Full time

Provide support to the Chief Information Officer for APAC and Technology team to ensure timely and accurate functioning of the reporting and administrative elements of this function.

**Responsibilities**:

- Provide overall support to the CIO - full diary management and T&E, with some support to this roles direct reports with respect to T&E administration.
- Proactively and efficiently manage the CIO’s diary and meeting schedules both in Singpaore and while travelling. Ensure s/he is well prepared and supported for an extensive range of meetings with internal and external stakeholders; which include organiinge meeting venues/video conferences, prepare agenda’s and presentations, pre-meeting briefings, record and distribute minutes of meetings, follow-up action plans accordingly.
- Expense claim management for CIO and 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
- 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. Liaises with Senior Executives of Chubb and with external Senior Executives from partners, vendors etc.
- Monitor CIO’s work deadlines 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 CIO and his leadership team to manage or refer urgent matters to the appropriate senior management staff.
- Assist new joiners to the Technology team with their onboarding into the organisation
- Manage internal visitor’s and external guests visits to the Singpaore 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 CIO.
- Professional and discretion when dealing with confidential information
- Execellent communication skills, both verbal and written
- Exceptional organizational and time management skills
- Collaborative
- Ability to multi-task and prioritise work
- Proficient at an intermediate to advanced level with the Microsoft Office suite of tools, ability to use all tools daily for work and to learn new technology
- Experienced with complex / multi city and frequent travel bookings
- Proficient user of Concur

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