Administrative Assistant

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 To serve as the primary assistant to the Head of Financial Management & Planning, performing a wide variety of complex, sensitive, and confidential secretarial and administrative functions. Roles and Responsibilities: Secretarial / Administrative Support (50%)

• Manage diary of Head of Financial Management & Planning - schedule appointments and meetings, diaries to manage conflicts and priorities to help navigate the day.
• Manage logistics for all travel arrangements for all internal & external conferences and business trips.
• Prepare presentation materials, management documentation, and departmental reporting.
• Responsible for day-to-day office supplies purchase, billing, and expense reimbursement for Head of Financial Management & Planning .
• Manage confidential and sensitive information and correspondence.

• Act as the key coordinator for departments under HK Finance, specifically the Financial Management & Planning team, for administrative support and communication.
• Manage departmental personnel activities such as new joiners & leavers’ administration, leave administration, and overtime records.
• Assist in various cross-departmental projects to coordinate meetings, assemble and summarize information from a variety of sources for presentations and reports, follow up and track relevant deadlines.
• Perform ad hoc duties and support department heads as required.

• Degree holder with formal secretarial training.
• 8 years secretarial experience in a sizeable organization.
• Good command of written & spoken English.
• Proficiency in MS Word, Excel & PowerPoint.
• Excellent interpersonal and communication skills.
• Self-motivated, independent with a strong sense of responsibility.

• You are required to obtain relevant license if your job involves regulated activities.