Regional Executive Assistant

ARTHUR J. GALLAGHER (SINGAPORE) PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

ARTHUR J. GALLAGHER (SINGAPORE) PTE. LTD.

seeks a Regional Executive Assistant to provide high-level executive and administrative support to the APAC Reinsurance CEO and key Exco members. The role acts as a trusted partner, enabling effective management of priorities, calendars, travel and information flow. Responsibilities include travel arrangements, meeting logistics, regional events, and promoting administrative best practices across APAC while mentoring country admin teams and coordinating

Responsibilities

• Provide high-level executive and administrative support to the APAC Reinsurance CEO and Exco.
• Manage calendars, coordinate meeting schedules, travel arrangements and information flow.
• Organize and prepare for meetings, including gathering documents and logistics.
• Lead regional events planning and logistics across APAC.
• Support regional admin function and mentor admin teams; establish regular catch-ups.
• Negotiate for best corporate rates with hotels and travel vendors; handle PO and invoicing where applicable.
• Prepare and update APAC T&E reports, org charts, distribution lists, onboarding and offboarding of employees.
• Collaborate with IT, real estate, marketing, HR, procurement and other teams to support office operations.
• Handle highly sensitive and confidential personnel and company information with discretion.
• Occasional local and overseas travel.

Job description

Primary Purpose of Role

The Regional Executive Assistant provides high-level executive and administrative support to the APAC Reinsurance CEO and agreed members of the APAC Executive Committee. The role acts as a trusted partner, enabling the effective management of executive priorities, information flow, meetings, travel and regional activities. It also supports stronger administrative practices across APAC by promoting consistency, sharing best practice and identifying opportunities to improve efficiency and coordination.

Key Accountabilities

• Primary point of contact for APAC Reinsurance CEO and select Exco leaders to provide timely and comprehensive secretarial support in managing calendars, coordinate meeting schedules, travel arrangements and ensure information flow in a timely and accurate manner
• Manage travel and expenses including booking of flights, visa matters, transportation and accommodations, expense claims and reconciliations, according to guidelines and ensure time and cost efficiencies
• Organize and prepare for meetings, including gathering documents, preparing materials and attending to logistics of meetings and visitors
• Lead regional events planning, administrative and logistic arrangements including hotel booking, event negotiations, venue set up, food and beverage planning, visitors and vendor management, corporate gift arrangement, event registration, collaborate effectively across teams and provide onsite support to run the event smoothly (events such as Townhall, SIRC, APAC trainings, ExCo meetings and strategic planning sessions, etc)
• Supports regional admin function across APAC countries by ensuring administrative best practices, provide advisory, guidance, constructive feedback and support to country admin team members. Establish regular catch ups, be a mentor and coach to admin team members
• Responsible for negotiating for best corporate rates and quality with APAC hotels, airlines, travel agents and vendors. Handle purchase orders and invoice checks/submission where applicable
• Prepare and update APAC T&E report, organization charts, distribution lists, onboarding and offboarding of employees
• Involve in integration exercises and Singapore office matters to ensure a conducive work environment, collaborate with local and global teams (eg. IT, real estate, marketing, HR, procurement, etc) to support in mobile phones arrangements, publication subscriptions, business cards, travel insurance renewals and support to office renovation, pantry management, etc
• Contribute value-driven insights and set / align policies, seek process improvements to increase efficiency or productivity.
• Serve as a trusted partner to handle highly sensitive and confidential personnel and company information while exercising professionalism and discretion
• Attend select executive meetings and prepare the meeting minutes and summaries in a timely and accurate manner
• Maintain proper filing and documentation of information and ensure information is accessible to stakeholders at all times
• A key role in communication, coordination and work with colleagues and teams to ensure a collaborative and inclusive team culture
• This role will handle complex, time-sensitive issues requiring strong time management and prioritization skills, problem solving skills and ownership to ensure appropriate follow-ups to see through proper task completion
• This role will require occasional local and overseas travel