Job Description

At AIA we’ve started an exciting movement to create a healthier, more sustainable future for everyone.

It’s about finding new ways to not only better people's lives, but to better the communities and environments we live in. Encompassing our ambition of helping a billion people live Healthier, Longer, Better Lives by 2030.

And to get there, we need ambitious people who believe in playing an important part in shaping that future. People seeking unmatched career and personal growth opportunities, who are driven to work with, and learn from some of the most inspiring and supportive leaders in the business.

Sound like you? Then read on.

About the Role

Roles and Responsibilities:

Providing Personal Assistant & Secretarial support to CCSO

• Organized & managed CCSO calendar - making alternate arrangements on calendar giving priority on urgent & ad-hoc meetings, providing link for virtual meetings with external parties, keeping track of CCSO timelines.
• Arrange travel logistics for CSSO locally & overseas.
• Assist CSSO claims submission and approvals & enquiries from Finance.
• Scheduling monthly/biweekly meetings with DRs as & when requested by CSSO & external meetings.
• Manage driver on behalf CCSO- e.g. managing driver schedule arrangements plus any ad-hoc requests when required.
• Handling inquiries on behalf of CSSO and matters relating to CS.

Office Administrative support for CS

• Give support and/or administrative and action to the team ensuring staff are equipped with the right equipment at work.
• Performs purchasing functions & liaising with other department on related issues to provide office support to the team.
• Working closely with other departments on any related projects e.g fire drill, clean desk policy, compliance, renovation projects, etc.

Business Continuity Plan – coordinator for BCM matter CS.

• Provide necessary support to BCM Manager to conduct & complete department BIA, ensuring all necessary stakeholders are involved and engaged.
• Maintain & update department ‘structured call tree’, fire drill exercise & all relevant information are up to date for used to develop BIAs and BCPs, including but not limited to recovery procedures, manual workarounds and vital records.
• Reviewing the process to ensure that it is up to date.
• Ensure that staff complete the annual BCM Business Continuity Management – Staff Awareness Training.

Oversight of HR & Finance related matters

a) HR related matters

• Update TOM, staff movement & monitor headcounts.
• Monitor, follow-up & track staff timeline on eLearning, PDD, Gallup survey & all mandatory courses.
• Organized team events and liaising with HRDC team on the budget allocation, venue & vendor.
• As a liaison for festive arrangement for the division on distribution arrangement & communicates well to the branch staff and attends to staff enquiries.
• Handle new SLTs onboarding actions e.g., new laptop, email, LAN id & VPN set-up.
• Handling of staff communication & follow up with the staff.

b) Finance related matters

• Communication to staff on Concur claims arrangement and monitor the Staff Welfare Expense allocated by HR for reimbursement purpose on items claimable under Staff Welfare charged code.
• Check & verified CSSO claims enquiries (if any) on expenditure & entertainment.
• Attends to staff travel & hotel invoices for timely payment to travel agent.

Drive engagement for CS Division & Create Staff Vitality Awareness Staff Engagement

• Co-ordinate with SLTs on the regular staff engagement- e.g. Chat Time, etc.
• Getting staff participation to work as a team.
• Manage division engagements & HR logistics arrangement for townhall, staff teambuilding, staff annual party etc.

Vitality

• Share email staff communication & promote vitality awareness for CS team.
• Monitor & track staff vitality engagement rate to achieve the 90% ratio.

Compliance & Regulatory Requirements

• Ensure that CS staff are in compliance with the company’s policies & standards as well as regulatory requirements. Aware of the risk and compliance for EA role.

Minimum Job Requirements:

• Diploma/Degree with at least 3 years of working experience.
• Understanding on the financial industry will be added advantage.
• Converse well in English and Bahasa Malaysia; Mandarin is an advantage.
• Good computer skills, preferably in Word, Excel and PowerPoint.
• Good communication and interpersonal skills
• Good problem solving, conflict resolution and decision-making skills.
• A high level of discretion and the ability to handle sensitive information with integrity.
• Self-motivated, passionate, resourceful, proactive, result driven, and ability to work in a stressful and challenging environment.

Build a career with us as we help our customers and the community live Healthier, Longer, Better Lives.

You must provide all requested information, including Personal Data, to be considered for this career opportunity. Failure to provide such information may influence the processing and outcome of your application. You are responsible for ensuring that the information you submit is accurate and up-to-date.

Job Requirements