We are looking for Admin Assistance on a 12 month extendable contrac basis. This is an extendable contract role based on individuals performance.
Key Objective of this role:
Provide support to the Head of Digital and Digital team to ensure timely and accurate functioning of the reporting and administrative elements of this function.
Responsibilities:
- · Provide overall support to the Head of Digital - full diary management and T&E, with some support to this role's direct reports with respect to T&E administration.
- · Proactively and efficiently manage the Head of Digital's diary and meeting schedules both in Singapore and while traveling. Ensure they are well prepared and supported for an extensive range of meetings with internal and external stakeholders; which includes organizing meeting venues/video conferences, preparing agendas and presentations, pre-meeting briefings, recording and distributing minutes of meetings, and following up on action plans accordingly.
- · Expense claim management for the Head of Digital 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
- · Manage the overall process of visa application, flight bookings, hotel accommodation, and transportation arrangements.
- · Plan and prepare travel itineraries 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 the Head of Digital's work deadlines for both internal and external commitments, e.g. management meetings, presentations, reports, conferences/events, and projects.
- · Prepare and maintain the team organization charts.
- · Manage emails and telephone calls professionally, redirect or take messages, and proactively deal with issues in a timely and efficient manner.
- · Use discretion and judgment in the absence of the Head of Digital and their leadership team to manage or refer urgent matters to the appropriate senior management staff.
- · Assist new joiners to the Digital team with their onboarding into the organization.
- · Manage internal visitors and external guests' visits to the Singapore regional office, ensuring that all details of visits are professionally managed.
- · Coordinate daily administrative functions for the team and perform other ad hoc duties as and when required, e.g., assistance with presentations, managing business contact database, etc.
- · Organize conferences/events, social lunches/dinners, and regional/management meetings hosted by the Head of Digital.
Skills:
- · Professionalism and discretion when dealing with confidential information.
- · Excellent communication skills, both verbal and written.
- · Exceptional organizational and time management skills.
- · Collaborative.
- · Ability to multitask and prioritize 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.
Argyll Scott Consulting Pte Ltd
