Personal Assistant

Pacific Life Re; Singapore; On-site; SGD 4,000 - 7,000; Full time

Job summary

Pacific Life Re in Singapore seeks a proactive Personal Assistant to support the Asia Client Solutions Team and Leadership. You will manage complex diaries, travel bookings, email triage and expense processing, while collaborating with the Global PA network to ensure meetings run smoothly.

The role requires discretion, excellent MS Office skills, minute-taking, and the ability to handle conflicting priorities with a proactive approach.

Qualifications

• Experience in Reinsurance / Insurance / Professional Services.
• Highly organized with strong diary and meeting logistics skills.
• Ability to manage multiple priorities and unstructured requests on short notice.
• Excellent written and verbal communication.
• Minute-taking experience.

Responsibilities

• Assisting Asia Client Solutions Team with calendar management and meeting requests.
• Managing email inboxes as appropriate.
• Maintaining professionalism and confidentiality.
• Coordinating leadership and executive meetings with the Global PA team.
• Arranging ad hoc travel and liaising with travel providers.
• Recording travel expenditure and expense processing.
• Producing draft PowerPoint presentations for Leadership meetings.
• Drafting agendas and circulating pre-read materials.
• Planning for Senior Leaders to sign documents.
• Handling ad-hoc requests for internal networks, committees and events.

Skills

Calendar management

Travel coordination

Expense management

Confidentiality

Minute-taking

PowerPoint

Outlook

Word

Teams

Communication

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

Job description

Support Client Solutions team in Asia, across Pacific Life Re through the delivery of effective PA services.

The role will support some of our Client Solutions Team (team may change on occasion) and their teams and support the Personal Assistant, Asia where needed. The role will involve complex diary management, travel booking and managing expenses.

Key Responsibilities

PA Responsibilities

• Assisting PL Re Asia Client Solutions Team with calendar management, including arranging meetings, dealing with conflicting commitments and acting as a gate keeper for meeting requests
• Assisting with managing their email inboxes where appropriate
• Maintain professionalism and strict confidentiality with all materials
• Working with the Global PA team on Leadership and Executive team meeting scheduling as required
• Assisting the team with ad hoc travel arrangements and liaising with travel providers, including flights and accommodation for Leaders and other team members if required
• Recording travel expenditure for reconciling against invoices from the travel agent
• Expense processing and budget management
• Producing first drafts of PowerPoint Presentations for Leadership team meetings as required
• Proactive approach in the run-up to meetings, e.g., drafting agendas, circulating pre-read materials, planning sessions for Leadership Teams and arranging committee meetings
• Planning for Senior Leaders to sign documentation
• Dealing with ad-hoc requests from the business including but not limited to support for internal Networks & Committees and events, administrative support for Marketing teams.

Experience

• Experience of working in Reinsurance / Insurance / Professional Services sector
• Systematic and highly organised approach
• Experience of all aspects of meeting organisation and logistics
• Advanced skills in Microsoft Word, Outlook, PowerPoint and Teams
• Excellent written and verbal communication skills
• Minute-taking
• Ability to manage competing demands and deal with non-standard and unstructured requests, at short notice
• A team player who works collaboratively and is willing to take on tasks to help the team succeed