Executive Secretary & Office Management Assistant

Allianz Insurance Singapore; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

Allianz Insurance Singapore is seeking a dependable Administrative Assistant to support the CEO with daily operations and office management. Responsibilities include scheduling, logistics coordination, and stakeholder communications. The ideal candidate has a diploma, at least 5 years of experience, and proficiency in Microsoft Office. This role offers the opportunity to thrive in a fast-paced environment while contributing to a respected global insurance leader.

Qualifications

• 5 years of experience supporting senior executives, preferably in an MNC or financial services.
• Experience in office or facilities management is advantageous.

Responsibilities

• Manage the CEO’s calendar, appointments, and meetings.
• Coordinate logistics for internal and external meetings.
• Arrange travel and process claims.

Skills

Attention to Detail

Initiative

Proficiency in Microsoft Office

Generative AI tools usage

Education

Diploma in Business Administration

Job description

Entity: Allianz Insurance Singapore

We are seeking a dependable and detail-oriented Administrative Assistant to support the CEO with daily administrative and coordination tasks, as well as managing general office operations to ensure smooth functioning. This role is suitable for someone who thrives in a fast-paced environment, takes initiative, and handles confidential matters with discretion. The successful candidate will also collaborate with regional colleagues to support cross-border meetings, reporting, and shared priorities.

Responsibilities:

• Manage and organize the CEO’s calendar, appointments, and meetings.
• Coordinate logistics for internal and external meetings, including venue booking, preparing materials, and arranging refreshments.
• Arrange travel (flights, accommodation, transport) and process travel claims and expenses.
• Assist in preparing presentations, reports, and correspondence.
• Take meeting notes and follow up on action items.
• Manage communications and liaise with stakeholders on behalf of the CEO.
• Coordinate with regional colleagues on meetings, reporting, and events.
• Provide ad-hoc administrative support as needed.
• Maintain office supplies, pantry stock, and stationery inventory; coordinate with vendors.
• Handle office maintenance, courier services, and facility-related matters.
• Ensure the office space is clean, safe, and organized.
• Assist in organizing office events and team activities.
• Maintain filing systems and update records.

Requirements:

• Diploma in Business Administration or related field.
• At least 5 years of experience supporting senior executives, preferably in an MNC or financial services setting.
• Experience in office or facilities management is advantageous.
• Proficiency in Microsoft Office.
• Ability to utilize Generative AI tools as required.

Job ID: 77471 | Operations | Entry Level | Non-Executive | Allianz Singapore | Full-Time | Permanent

About Allianz:

Allianz Group is a trusted leader in insurance and asset management worldwide. We prioritize caring for our employees’ ambitions and challenges, fostering an environment of empowerment and growth. We believe in diversity and inclusion, welcoming applications from all backgrounds, ages, genders, nationalities, religions, disabilities, and sexual orientations.

Join us and help build a better tomorrow.