EXECUTIVE, EVENTS and ENGAGEMENT

Position Objective:

To provide administrative support and assist in events pertaining to:

• Agency Communication

• Administrative & Secretariat Support

• Events / Logistics Support

so as to motivate the agents by supporting the agency, FA and company to achieve the targets and business growth.

Roles and Responsibilities:

• Administrative & Secretariat Support

• Develop & monitor the distribution of festive and corporate collaterals.

- Source, evaluate and appoint service providers for the collaterals, involving the tender process with Procurement.

- Develop concepts with graphic designers (internal & external) and obtain branding design approval from Marketing. Items include Chinese New Year red packets (ang baos), paper bags for mandarin oranges; Hari Raya green packets for Tied Distribution (Agency & FA) and mooncakes for ALMA Exco.

• Administer the sales process from monitoring the sales of the festive items via e-shop, liaise with different departments on the orders, including AIA Brunei’s orders, working closely with the collateral service provider, printer within budget and delivery timeline.

• Monitor, keep an inventory on the purchased office supplies and premiums (e.g shopping vouchers and gift cards) with attention to budgetary constraints. Create and maintain an effective internal control for premiums.

• Manage and organize office and storage space, support daily operations of the department and plan an efficient administrative procedure for the following:

- Mail collection and distribution to team members, if any, check uncleared incoming mail from Outlook Engagement Public Folder, forward to appropriate team members to follow up and attend to e-enquiries.

- Sort, send, collect and file correspondences which are stored properly and easily retrieved. This includes identifying, maintaining and arranging the events and budget file for audit purposes.

- Perform clerical tasks; type, photocopy necessary paperwork, if required, assist in invoice processing receivable and payable via Ariba and follow up with Finance on timely payments, plan and coordinate department’s monthly meetings and mail merging.

- Create, maintain and upkeep a library of quotations and contact details from hotels, venues, events companies and related vendors to reduce time spent on sourcing by the events team.

• Events Planning & Support

- To coordinate the annual Chinese New Year Lion & Dragon dance performances at the 3 locations – AIA Tower, Alexandra & Tampines and FA if required.

- To assist in events with responsibilities ranging from registration, logistics and attendance.

- Source, evaluate and appoint external service providers (e.g event organiser, photographers & videographers) and liaise with them on event set up and logistical issues (e.g set up of backdrop, av equipment, public liabilities, insurance, banquet set up)

- Oversee preparation, analysis, negotiation and review of contracts related to the Club’s rewards – Jackets, Plaques and Frames, Trophies, Medals, Long Service Awards and Jewellery.

- Coordinate and source for a creative agency for the annual studio photo shoot of our Top Awardees (featured in the Agency microsite and e-magazine). This involves schedule coordination for a few hundred awardees and qualifiers.

- Other responsibilities include providing support for ad-hoc projects and events.

Minimum Job Requirements:

• Education – ‘O’ Levels & Above

• Experience – 3 to 4 years’ experience in administrative-related portfolio. Experience in events planning is an advantage.

• Certifications/licenses – NIL

• Skills – Communications, organizational and negotiation skills is a must. Proficient in MS office. Advance Excel (V-Lookup is a must especially for registration/ rsvp purposes and budgetary and mail merging), Powerpoint for presentation deck.

• Character – Meticulous, team player and resourceful with problem solving skills