Executive Assistant, APAC

Are you a proactive and highly motivated individual who is passionate about working independently on a variety of office managerial duties? We are looking for a capable, dedicated, proactive and service-oriented professional to support an Executive in L&H Reinsurance.

About the Role

This role is to provide professional, proactive secretarial and advanced administrative support to the CEO China who is leading 200+ reinsurance professionals for P&C and L&H business in China.   

Candidates should be comfortable in assisting with projects, prioritizing the most sensitive matters, monitoring progress, facilitating and mediating, forwarding looking and be agile in their time management.   Ability to handle heavy calendars, arrange and coordinate complex travel arrangements.

The candidates must have experience in determining priorities and re-prioritizing as appropriate. They should be comfortable and experienced with driving time management, monitoring progress, and gaining cooperation from others. The ability to anticipate issues, problem-solve and adjust plans independently as needed cannot be over emphasized.

Work tends to be performed independently.  The position receives only intermittent supervision on special assignments and is expected to carry out daily work without instructions and/or guidance.

Key responsibilities

• Reliable point of contact for incoming calls, mail, visitors, and other requests evaluating the resulting importance of each. Provides detailed information and answers questions to the extent information is known, direct questions to other appropriate staff when necessary. Handles confidential information appropriately
• Anticipating issues with day-to-day activities for the Executive. Seeing problems and resolving them independently in advance
• Effectively manage the Executive's calendar and be the "gatekeeper" of scheduling and meeting availability
• Independently coordinate meetings, including use of videoconference or other meeting technology and organize, anticipating as needed, events or conferences, both internal and external to the company, by arranging facilities, issuing information and/or invitations support and taking minutes and issuing discussion notes
• Collaborate closely with the DOOs to support the executive agenda of CEO China, including but not limited to preparation of meeting minutes, management reports and event organization  
• Establish engagement plan with assistants of key internal stakeholders, clients and external partners, ensure disciplined execution to support the executive agenda of CEO China
• Arrange travel schedules for the Executive, includes planning, booking, visa, preparing itineraries and providing all documents for meetings during travel
• Composes correspondence from brief instructions or notes. Verifies, edits and formats documents and correspondence which may include confidential information
• Prepares reports and presentations using Microsoft 365 – Word, PowerPoint and/or Excel as needed
• Prepares required requisition for travel & entertainment expense reimbursements and any required Purchase Orders requests
• Assists with office procedures, routines and filing systems as necessary
• Additional responsibilities involve providing back-up support to other Assistants during their absence on an as needed basis

About the Team

The DOO & Assistants APAC team is part of the Global L&H Business Advisory team, tasked with supporting and enabling both the Market Units and the Central Units while coordinating with Risk Management and the Group Functions.  We connect, enable, and execute to ensure the overall success of L&H Reinsurance. 

About You

You are a seasoned and reliable professional with extensive experience in supporting Senior Executives. You are comfortable working in a fast-paced, complex, high pressure work environment. Being a teammate and self-starter who thinks ahead, is well organized and structured, solves problems quickly, is result oriented and strives in a dynamic and professional environment.

• Minimum 10 years of direct experience supporting Senior Executives
• Superb written and verbal communication skills
• Strong interpersonal skills with the ability to interface effectively with a wide variety of internal stakeholders and external clients
• Proven ability to handle confidential and sensitive information with discretion
• Strong time management skills and the ability to organize and coordinate multiple projects at once
• Team player willing to do what it takes to get job done, adaptable and enjoys a challenge.  Ability to operate with a high sense of urgency
• High energy and organized with superior organization and analytic ability. Analyze needs and problems and determine approach and priority
• Excellent follow up skills, flexible, detailed oriented, self-starter with the ability to multi-task, anticipate, prioritize, and function under tight deadlines, heavy workload, and pressure
• Strong working knowledge in the Microsoft 365 Office suite of tools. Data analysis skill is a plus
• Proven experience in event planning in a corporate environment is desirable
• University degree or equivalent, preferred