Secretary

Job Overview

We are looking for a highly organised, responsible and detail-oriented individual to join our team as an Administrative Assistant in the insurance industry, while providing personal and administrative support to the Company Director.

The successful candidate will be responsible for handling daily administrative operations, assisting with insurance policy servicing and documentation, coordinating company events and activities, and managing the Director's schedule and appointments.

The ideal candidate should possess strong organisational and communication skills, be proactive, resourceful and able to multitask in a fast-paced working environment.

Key Responsibilities

1.⁠ ⁠Insurance Administration & Client Servicing

•⁠ ⁠Provide administrative support for daily insurance operations.

•⁠ ⁠Assist with insurance policy applications, renewals, reinstatements, cancellations and amendments.

•⁠ ⁠Prepare, process and submit insurance forms, quotations and supporting documents.

•⁠ ⁠Liaise with insurance companies on policy enquiries, claims, payments and other administrative matters.

•⁠ ⁠Follow up with clients on outstanding documents, premium payments and policy servicing matters.

•⁠ ⁠Maintain accurate client records and ensure proper filing of insurance documents.

•⁠ ⁠Assist with preparing quotations, premium calculations and policy comparisons.

•⁠ ⁠Provide timely administrative support to financial consultants and the sales team.

2.⁠ ⁠Personal Assistant to Company Director

•⁠ ⁠Manage the Director's calendar, appointments, meetings and travel arrangements.

•⁠ ⁠Coordinate and schedule meetings, prepare meeting agendas and take minutes when required.

•⁠ ⁠Handle correspondence, emails and communications on behalf of the Director.

•⁠ ⁠Prepare reports, presentations, documents and other administrative materials.

•⁠ ⁠Assist with personal and work-related arrangements for the Director.

•⁠ ⁠Handle confidential information and matters with professionalism and discretion.

•⁠ ⁠Follow up on outstanding tasks and ensure deadlines are met.

3.⁠ ⁠Office Administration & Operations

•⁠ ⁠Oversee daily office administration and ensure smooth office operations.

•⁠ ⁠Manage office supplies, stationery, invoices and payment arrangements.

•⁠ ⁠Coordinate office access, facilities and other administrative matters.

•⁠ ⁠Maintain filing systems, databases and administrative records.

•⁠ ⁠Assist in organising company meetings, training sessions, seminars and corporate events.

•⁠ ⁠Coordinate event logistics, venue bookings, catering and attendance arrangements.

•⁠ ⁠Support internal communications and administrative coordination among team members.

•⁠ ⁠Willingness to travel overseas to attend and provide administrative support at the company's annual overseas conference.

•⁠ ⁠Assist in planning and coordinating the company's annual conference, including venue arrangements, accommodation, transportation, event logistics, programme scheduling and participant coordination.

•⁠ ⁠Liaise with internal teams, vendors and external parties to ensure the smooth execution of the annual company conference.

•⁠ ⁠Provide on-site administrative support during the conference and assist with post-event follow-ups.

Job Requirements

•⁠ ⁠Minimum GCE 'O' Level, Diploma or equivalent qualification.

•⁠ ⁠Previous experience in administrative support, personal assistant or secretarial roles is preferred.

•⁠ ⁠Experience in the insurance or financial services industry will be an added advantage.

•⁠ ⁠Proficient in Microsoft Office applications, particularly Word, Excel and PowerPoint.

•⁠ ⁠Good written and verbal communication skills.

•⁠ ⁠Strong organisational skills with excellent attention to detail.

•⁠ ⁠Able to multitask, prioritise work and meet deadlines.

•⁠ ⁠Proactive, independent and able to work with minimal supervision.

•⁠ ⁠Mature, responsible and able to handle confidential information professionally.

•⁠ ⁠A positive attitude with a willingness to learn.

What We Offer

•⁠ ⁠A supportive and collaborative working environment.

•⁠ ⁠Opportunities to gain exposure to the insurance and financial services industry.

•⁠ ⁠Opportunities for professional development and career growth.

•⁠ ⁠A varied role with exposure to both insurance operations and management support.