Executive Assistant - Excellent Benefits Package

Job Scope

Provides the full spectrum of secretarial/administrative duties and primary contact to Exco(s) with key stakeholders to ensure agendas, deadlines and deliverables are met.

Main Responsibility

1. Provide secretarial/administrative support to the Compliance, Risk Management, Internal Audit, Actuarial and Legal & Secretarial Departments such as manage meeting schedules, schedule appointments, calls screening and provide regular reports as necessary.

For Legal :

• Stamping of agreements via online access to be created. 
• Arrangements to send documents for signature to GIMB stakeholders if physical signatures are required for the agreements/letter/documents. 
• Arrangements for travelling requirements for the department head/staff. 
• Arrange / liaise with other EAs on administrative matters concerning employees in general such as annual dinner, distribution of corporate items and so on. 

For Co Sec:

• Arrangements for F&B for Board or Committees’ meetings. 
• Arrangements for venue for Board meeting (once a year).
• Arrangements for Directors’ request for name card, access card and/or other administrative requirements. 
• Arrangements for affirmation of documents (as and when required) 
• Arrangement for sending of documents to Directors (as and when required). 

For Compliance:

• Review and endorse Gift & Entertainment request from stakeholders.
• Support Compliance Team for compliance related activities.

2. Coordinate travel arrangements, make flight and hotel reservations in accordance with the company policies for staff and visitors.

3. Prepare official correspondences, memorandum, agenda, minutes of meeting, external letters including preparation for meeting materials and facilities.

4. Follow up, support and assist on various related activities. Maintain a systematic filing system and safe keeping of important documents.

5. To manage/undertake other special assignments, ad0hoc functions and related duties as and when required. 

Qualification and Experience Requirement

• Degree Level. The incumbent will be trained as Compliance Officer for future career progression. 
• 0-1 year’ experience