At AIA we’ve started an exciting movement to create a healthier, more sustainable future for everyone.

It’s about finding new ways to not only better people's lives, but to better the communities and environments we live in. Encompassing our ambition of helping a billion people live Healthier, Longer, Better Lives by 2030.

And to get there, we need ambitious people who believe in playing an important part in shaping that future. People seeking unmatched career and personal growth opportunities, who are driven to work with, and learn from some of the most inspiring and supportive leaders in the business.

Sound like you? Then read on.

About the Role

As a key primary point of contact to the General Manager, ensuring smooth communication and collaboration with internal and external stakeholders. This role focuses on delivering high-quality support services, managing schedules, and streamlining daily operations to enhance the General Manager’s efficiency and drive organizational success.

Executive Support

Manage the General Manager’s calendar by scheduling appointments, meetings, and travel arrangements, including flights and hotel accommodations.
Coordinate the preparation of reports, presentations, and documents to support the General Manager’s operational needs and daily activities.
Act as a gatekeeper by prioritizing tasks, managing time effectively to optimize the General Manager’s focus on strategic objectives.
Proactively anticipate the General Manager’s needs and provide support to ensure smooth daily operations.

Meeting Coordination

Organize and coordinate physical meetings, virtual meetings, and organizational events led by the General Manager, including logistic, agenda preparation and follow-up actions.
Take detailed minutes during meetings, ensuring accurate records are kept and distributed to relevant parties.

Confidentiality and Information Management

Handle sensitive and confidential information with utmost discretion, always maintaining the integrity and security of data.
Prepare regular status updates for the General Manager on ongoing activities, deadlines, and business matters.
Develop and maintain a centralized document management system for quick and efficient access to information and documents.

Communication Management

Act as the central point of contact for the General Manager’s communications, ensuring clarity, consistency, and professionalism both internally and externally.
Ensure effective communication between the General Manager and stakeholders, ensuring seamless communication exchange.

Operational Support

Oversee invoice processing, payment arrangements and expenses tracking for the General Manager’s office, ensuring accuracy and timely approvals in collaboration with the finance team.
Act as a Travel Administrator (TA), overseeing the travelling process, managing travel schedules, ensuring compliance with company policies, and handling related administrative tasks to ensure timely and efficient travel arrangements.
Assist with claims handling for the General Manager, including submission, tracking and resolution of claims.
Manage and coordinate General Manager’s office stationery, ensuring sufficient stock levels and timely replenishment for smooth office operations.
Assist with ad-hoc administrative tasks to support the General Manager’s daily activities.
Provide general administrative support for the leadership team as required.

Job Requirements :

Education

Bachelor’s degree or Diploma in Secretarial Studies, Business Administration, or a related field.
Professional certification in secretarial or administrative functions is an advantage but not mandatory.

Experience

Minimum of 3-5 years of experience in an executive assistant or secretary or administrative role, preferably supporting senior leadership.
Experience in managing confidential information with utmost professionalism.
Familiarity with shared services environments is an advantage but not mandatory.

Special Skills

High attention to details, confidentiality, and professionalism.
Strong time management skills and capable of prioritizing multiple responsibilities.
Excellent verbal and written communication skills for both internal and external correspondence.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to maintain confidentiality and professionalism in all interactions.

Build a career with us as we help our customers and the community live Healthier, Longer, Better Lives.

You must provide all requested information, including Personal Data, to be considered for this career opportunity. Failure to provide such information may influence the processing and outcome of your application. You are responsible for ensuring that the information you submit is accurate and up-to-date.