Executive Assistant

Corporate Title: Assistant Vice President 

Division: BHL-COO L&H Reinsurance (51004032)

Department: BHLA-Business Advisory (51004034)

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 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 Head L&H APAC ex China who is leading 200+ reinsurance professionals across the region.  

Candidates should be comfortable in assisting with projects, prioritizing the most sensitive matters, monitoring progress and be agile in their time management. Ability to handle high-volume 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. It is also critical to independently anticipate potential issues, resolve problems and modify plans as necessary.

The responsibilities in this role are largely carried out independently. While occasional supervision may be provided for special assignments, daily activities are expected to be performed without direct instruction or ongoing guidance.

Key Responsibilities:

• Act as a reliable point of contact for internal and external stakeholders, exercising sound judgment to prioritize requests. Provides detailed information and answers questions to the extent information is known, direct questions to other appropriate staff when necessary. Handles confidential information appropriately.
• Anticipate scheduling conflicts and proactively resolve issues before escalation.
• Manage complex and high-volume calendars across multiple time zones; serves as an effective gatekeeper for meeting requests.
• Independently organize and coordinate both internal and external meetings, events or conferences, including virtual, hybrid and in-person sessions by arranging facilities, issuing information and/or invitations support and taking minutes, issuing discussion notes and post meeting follow-ups as required.
• Arrange complex regional and international travel, including flights, accommodation, visas where applicable, detailed itineraries and briefing notes and documents for meetings during travels.
• Composes correspondence from brief instructions or notes. Verifies, edits and formats documents and correspondence which may include confidential information.
• Prepare reports and presentations using Microsoft 365 – Word, PowerPoint and/or Excel as needed.
• Process travel & entertainment expense reimbursements and Purchase Orders in line with the company policies.
• Assist with office procedures, routines and filing systems as necessary.
• Organize and coordinate senior management and executive visits to Singapore, including scheduling, briefing notes and on-site logistics.
• Provide back-up support to other Assistants within APAC Team during their absence when required.

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 professional with extensive experience in supporting Senior Executives. You are comfortable working in a fast-paced, high pressure work environment. Being a teammate and self-starter who thinks ahead, is result oriented and strives in a dynamic and professional environment.

• Minimum 5 years of direct experience supporting Senior Executives.
• Financial services industry experience preferred.
• 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.
• Collaborative team player, adaptable and motivated to overcome challenges with a high sense of urgency.
• Energetic, organized and analytical, able to assess needs and determine priorities.
• Excellent follow up skills, flexible, detailed oriented, capable of multitasking, anticipating needs, prioritizing tasks, and function under tight deadlines, heavy workloads 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.