Company Secretarial Assistant

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About the Role

We are expecting the calibre to take a proactive and leading role in the preparation of the annual major Board events of our listed AIA entity to assist with board and committee meeting logistics for entities administered by Group Legal to provide day-to-day information management, administrative and technical support to the company secretarial professionals within Group Legal to assist with Group Legal vendor management process, budget and cost centre support to provide general secretarial support to senior members of the team to coordinate various company secretarial activities between Group Office and entities administered by AIA Business Units to help maintain corporate databases.

Roles and Responsibilities:

• To become a key project member to lead the preparation of the annual major Board events to be held overseas and to handle all aspects of the event logistics (including to liaise with Board members assistants to make the travel arrangements)
• To liaise with relevant committee and board members assistants and to handle all aspects of board and committee meeting logistics (including the making of travel arrangements)
• To update minute books and other statutory records
• To update or ensure the updating of information held on the corporate databases and uploading of meeting materials onto Convene meeting platform
• To provide secretarial and administrative support to senior members of the team
• To handle vendor management processes as well as invoice settlement

Minimum Job Requirements:

• Degree holder
• Minimum 10 years working experience in supporting the meetings and events held by a MNC/large corporate
• High quality written and spoken English
• Excellent communication and interpersonal skills
• Knowledge and experience of operating internal databases or vendor/document management systems
• Good work attitude and ability to work independently and as a team
• Some technical knowledge and proficiency in company secretarial matters would be an advantage