Executive Assistant

QBE Group Shared Services Centre; Philippines; On-site; PHP 240,000 - 360,000; Full time

Job summary

QBE Group Shared Services Centre is seeking a dedicated Personal Assistant to provide high-level secretarial and administrative support to senior management and their teams. You will help ensure smooth operations and effective communication across the organisation.

The role involves organising senior leader schedules, coordinating meetings, travel arrangements, and handling confidential information with discretion, while maintaining robust filing and communication processes across departments.

Qualifications

• Necessary work experience includes relevant experience.
• Preferred work experience includes experience as a Personal Assistant or secretarial work.

Responsibilities

• Support Senior Leader and manage workload expectations.
• Organise internal/external meetings, book venues, arrange equipment and catering.
• Maintain filing systems and ensure information is up-to-date.

Skills

Secretarial support

Stakeholder management

Meeting coordination

Travel planning

Communication

Administrative support

Prioritization

Document management

Education

Secondary school certification

Administrative qualifications

Job description

Primary Details

Time Type: Full timeWorker Type: EmployeeThe purpose of this role is to provide high-level secretarial and administrative support to senior management, directors, and their teams, ensuring smooth operations and effective communication within the organisation.

Responsibilities

• Demonstrate awareness of the annual departmental business plan to ensure alignment with work activities and support its achievement.
• Assist in organising and prioritising the workload of the Senior Leader and effectively manage stakeholder expectations.
• Organise internal and external meetings, book venues, and make arrangements for equipment and catering to ensure successful meeting outcomes.
• Maintain departmental filing systems to ensure information is up-to-date, consistent, and easily accessible.
• Assist the Senior Leader in dealing with administrative aspects of highly confidential matters sensitively and in line with best practice.
• Organise travel itineraries for the Senior Leader in line with requirements and company policies.
• Distribute incoming posts promptly to ensure timely correspondence forwarding.
• Liaise with external and internal contacts to ascertain needs and ensure effective communication processes.
• Screen, prioritise, and annotate incoming information and communications,triaging, redirecting or referring as appropriate.
• Support the Senior Leader in managing and responding to approval requests, ensuring alignment with internal policies.

Work Experience

Necessary Work Experience includes:

• Relevant experience required.

Preferred Work Experience includes:

• Experience as a Personal Assistant or secretarial work

Qualifications

Preferred Qualifications include:

• Secondary school certification.
• Administrative qualifications.

Global Disclaimer

The duties listed in this job description do not limit the assignment of work. They are not to be construed as a complete list of the duties normally to be performed in the position or those occasionally assigned outside an employee’s normal duties. Our Group Code of Ethics and Conduct addresses the responsibilities we all have at QBE to our company, to each other and to our customers, suppliers, communities and governments. It provides clear guidance to help us to make good judgement calls.

US Only Disclaimer

To successfully perform this job, the individual must be able to perform each essential job responsibility satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential job responsibilities.

US Only - Travel Frequency

Infrequent (approximately 1-4 trips annually)

US Only - Physical Demands

General office jobs: Work is generally performed in an office environment in which there is not substantial exposure to adverse environmental conditions. Must have the ability to remain in a stationary position for extended periods of time. Must be able to operate basic office equipment including telephone, headset and computer. Incumbent must be able to lift basic office equipment up to 20 lbs.

Skills

Business Management, Communication, Critical Thinking, Customer Service, Demand Management, Financial Management, High Accuracy, Intentional collaboration, Legal Administrative Support, Managing performance, Meeting Management, Prioritization, Risk Management, Stakeholder Management, Travel Planning

Equal Employment Opportunity

QBE is an equal opportunity employer and is required to comply with equal employment opportunity legislation in each jurisdiction it operates.