Executive Secretary & Office Management Assistant

We are looking for a dependable and detail-oriented Administrative Assistant to support the CEO with day-to-day administrative and coordination tasks, while also managing general office administration to ensure smooth office operations. This role is ideal for someone who enjoys working in a fast-paced environment, takes initiative, and handles confidential matters with discretion. You will also work closely with colleagues from the regional office to support cross-border meetings, reporting, and alignment on shared priorities.

Responsibilities:

• Manage and organize the CEO’s calendar, appointments, and meetings.
• Coordinate logistics for internal and external meetings, including booking venues, preparing materials, and arranging refreshments if needed.
• Make travel arrangements (flights, accommodation, transport) and process travel claims and expense reports.
• Assist with preparing simple presentations, reports, and correspondence.
• Take meeting notes and follow up on action items as needed.
• Manage communications and liaise with internal and external stakeholders on behalf of the CEO.
• Work closely with regional office colleagues to coordinate cross-market meetings, deadlines, reporting requirements, and events.
• Provide ad-hoc administrative support as requested by the CEO.
• Maintain office supplies, pantry stock, and stationery inventory; coordinate orders with vendors.
• Serve as the point of contact for office maintenance, courier services, and facility-related matters.
• Ensure the cleanliness, safety, and organization of the office space.
• Assist in organizing office events, celebrations, and team activities.
• Maintain filing systems and update administrative records as needed.
  
  

Requirements

• Diploma in Business Administration or related field.
• Minimum 5 years of experience supporting senior executives, ideally in an MNC or financial services environment.
• Prior experience in office or facilities management is a plus.
• Proficiency in Microsoft Office is a must
• Ability to utilise Generative AI tools where required
  
  

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

Allianz Group is one of the most trusted insurance and asset management companies in the world. Caring for our employees, their ambitions, dreams and challenges, is what makes us a unique employer. Together we can build an environment where everyone feels empowered and has the confidence to explore, to grow and to shape a better future for our customers and the world around us.

We at Allianz believe in a diverse and inclusive workforce and are proud to be an equal opportunity employer. We encourage you to bring your whole self to work, no matter where you are from, what you look like, who you love or what you believe in.

We therefore welcome applications regardless of ethnicity or cultural background, age, gender, nationality, religion, disability or sexual orientation.

Great to have you on board. Let's care for tomorrow.