Executive Assistant

	2019-11-28

Job Title: Executive Assistant

Reports to: O perations & Management Administration Manager

Overview:

∙Manage the office of CEO & Head of Korea and provide confidential and

 comprehensive secretarial support.

∙As a member of Operations and Management Administration team, support the management of office process and be responsible for the coordination of Office Management and Events coordination.

Key Relationships (Internal & External):

∙ RGA Korea & RGA Regional Office (Hong Kong) & RGA Regional Support Team

∙ RGA Directors, Secretaries & Colleagues (International)

∙ External – Appropriate contacts at client companies

Duties and Responsibilities:

SECRETARIAL WORK

∙ Support the CEO & Head of Korea

∙ Acting as administrative point of contact between the executives and nternal/external

 clients

∙ Monitor incoming calls / mails, responding as appropriate or passing to the

 Executives

∙ Sources internal and external documents for research purposes and ascertain the methods

 and techniques required to undertake related projects.

∙ Maintain confidential records and filing of reports, correspondence and related material for

 ease or retrieval.

∙ General administrative works (coordinate business trips for the executive, Draw up

 itineraries), Support business meeting arrangements for the executive visitors, prepare or

 review the briefs)

∙ Diary Management

∙ Contact Manager Database (CRM) – Input/update, maintain marketing database and

 streamline accordingly

∙ Support various projects/duties requested by the executive

OFFICE MANAGEMENT

∙ As a member of Operations and Managemnet Administration team, responsible for the

 smooth running of the operation by ensuring that the office maintains office efficiency.

∙ Plan and implement office systems, layout and equipement procurement.

∙ Problem solving as required.

∙ Contributes to overall team effort.

∙ Keep management informed by summarizing information.

∙ Other duties as assigned.

EVENT MANAGEMENT

∙ Plan and coordinate office events.

∙ Keep abreast of new hotels; function venues and prices.

∙ Contributes to overall team effort.

∙ Ad-hoc projects upon request.

OTHER

∙ Backup work for receptionist

∙ Resolve operational issues by analysing and identifying solutions

∙ Contribute positively to the overall team effort

∙ Undertake all work duties in a manner consistent with RGA’s Mission, Vision, Values and

 Beliefs

∙ Other ad-hoc projects upon request.

REQUIREMENTS:

∙ + 2 years Secretarial experience in a corporate environment

∙ Advanced Word, PowerPoint, Excel and Outlook experience

PERSONAL QUALITIES:
∙ Ability to work as a member of a team;

∙ Corporately presented (attire);

∙ Organisational skills;

∙ Proven track record of successfully achieving outcomes;

∙ Experience of working under pressure;

∙ Experience in articulating your case/view to clients; management and staff;

∙ Highly motivated and able to be an effective member of a team;

∙ Strong customer service focus;

∙ Ability to adopt a flexible approach in the workplace;

∙ Strongly performance oriented with a proactive orientation;

∙ An effective communicator, including the oral and written perspective;

∙ Willingness to act as a professional ambassador for RGA;

∙ Proven ability to build relationships and relate to people at all levels;

∙ Technically competent;

∙ Ability to attend work regularly and punctually.