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Executive Assistant

2 months ago

Cebu, Philippines QBE GROUP SHARED SERVICES LIMITED - PHILIPPINE BRANCH Full time
Executive Assistant

Join QBE, a leading global insurer, as an Executive Assistant to a Senior Leader. This critical role provides administrative support to ensure the effective and efficient execution of confidential projects, business development, operational, and office management tasks.

Primary Responsibilities
  • Proactively drive actions on behalf of the Executive, ensuring awareness of divisional business plans and assisting with workload to achieve business goals and objectives.
  • Manage key projects on behalf of the Executive, ensuring objectives are met within agreed timescales.
  • Adhere to applicable local and global policies, guidelines, and regulations.
  • Establish, enhance, and enforce minimum conformed standards of written material to ensure a professional image is presented at all times.
  • Liaise with external and internal contacts to ascertain their needs, forward calls and messages to the appropriate team member, and ensure communication processes are fit for purpose.
  • Coordinate with other Executive Assistants to ensure a smooth and consistent service.
  • Prepare meeting/conference material, including correspondence, reports, spreadsheets, briefing papers, and visual presentations, to ensure business information is presented creatively and clearly.
  • Develop agendas, commission and coordinate papers, take minutes, and record extracts of decisions and coordinate follow-up actions.
  • Undertake complex diary management, prioritizing functions and appointments, ensuring meetings, deadlines, presentations, and other duties of the executive are carried out seamlessly.
  • Assist the Executive in dealing with administrative aspects of highly confidential matters, such as acquisitions and delicate staffing matters.
  • Organize internal and external meetings, book venues and meeting rooms, make arrangements for equipment and catering, and ensure invitations and notes are distributed in a timely fashion.
  • Organize travel itineraries for the Executive, including travel, accommodation, and currency arrangements.
  • Research, collate, manipulate, and analyze base data supporting projects to provide up-to-date and accurate information.
  • Make decisions on behalf of the Executive within the limits of delegated authority.
Key Performance Indicators
  • Quality and accuracy of material presented (both written and verbal).
  • Deadlines are met.
  • Meetings are organized effectively, and accurate preparation of support material.
  • Accuracy and efficiency of diary management.
  • Professional handling of confidential information or material.
  • Quality and accuracy of travel itineraries and supporting travel documentation/information.
  • Regular and two-way communication with the Executive.
  • Quality and accuracy of independent research, data analysis, and interpretation.
  • Decisions taken within agreed levels of authority.
  • Proactivity and upwards referral.
  • Compliance with QBE policy and procedures (travel, holiday).
  • Efficiency of administrative systems and processes.
  • Effective judgment delivering on priorities.
  • Accuracy of data and quality of presentation.
  • Accuracy of written information and conformance to internal standards/templates.
  • Regular progress reporting on key projects.
  • Paperwork for statutory meetings meets agreed deadlines and is accurate.
  • Demonstrates effective judgment to support delivery of strategic projects.
  • Compliance with QBE policies and procedures (travel, expenses, sickness, holiday).
  • Timely identification of potential issues/problems.
  • Upkeep of available records, information, and knowledge management requirements of the organization.
Requirements
  • Bachelor's Degree or equivalent combination of education and work experience.
  • 5 years of relevant experience.
Preferred Competencies/Skills
  • Advance proficiency in Microsoft package.
  • Ability to plan and manage own workload plus manage upwards.
  • Leadership and people management skills.
  • Well-developed inter-personal skills.
  • Highly developed and influential communicator.
  • Extensive experience in the provision of a full range of secretarial, secretariat, and office management services at the senior executive level.
  • Ability to work under pressure and to tight timescales.
  • Excellent attention to detail.
  • Flexible and adaptable approach and able to work effectively at critical periods.
  • Strong analytical skills.
  • Stakeholder management.
Preferred Knowledge
  • Excellent understanding of:
  • Preparation of board papers and professional reports.
  • Commercial understanding of business drivers and influences.
  • Work of department and individual team roles.
QBE Cultural DNA
  • We are customer-focused.
  • We are technical experts.
  • We are inclusive.
  • We are fast-paced.
  • We are courageous.
  • We are accountable.
  • We are a team.

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