Marketing Assistant

Found in: Talent HK C2 - 3 weeks ago

Hong Kong, Hong Kong SAR China Reinsurance Group of America Full time

Position Overview

The incumbent is responsible for providing executive support including but not limited to the following:

Responsibilities

Calendar Management

Scheduling meetings (both internal and external) as required and ensuring executives’ calendars are up-to-date at all times. Ability to monitor the calendars closely to make sure there are no meeting conflicts. Prioritize and flag important issues. Work closely with peer EA’s in the local team as well as across Asia and globally

Travel Arrangements

Coordinate travel related aspects and ensure they are compliant to the local/Global travel policy and following proper procedures including seeking necessary approvals. Building itineraries and agendas. Ensure the executives’ travel document are valid for travelling and process entry visas when needed. Observe any necessary inbound/outbound quarantine requirements and ensure they are met at the travel planning stage.

Events/Marketing

Coordinate internal and external events, including providing onsite support, and organizing webinars, if needed. Sourcing giveaways for events and coordinate yearend/festive client gifts distribution.

Email and Correspondence Management

Respond to incoming correspondence as required and/or redirect as appropriate. Anticipate needs, perform routine and non-routine tasks, and handle confidential correspondence. Prepare letters, reports, presentation files and other documents as required.

Administrative Support

Assist with client meeting organization by planning and carrying out all necessary logistics and details. Minute/notes taking for meetings as and when required. Prepare expense reimbursement reports in a timely manner with the help of the Expense Administrator. Prepare and/or tidy up PowerPoint presentations and reports for meetings and conferences as and when required. Maintain filing and organization systems, ensuring confidentiality at all times. CRM Prepare/distribute visit reports; Maintain ‘Contact’ and ‘Company’ database and ensure the information recorded are up-to-date; Perform quarterly and annual data integrity review. Work closely with members of the Hong Kong and HNW Team and to provide backup support for other assistants within the Team.

Others

Other ad hoc assignment as and when required.

Requirements

Requirements

College or University education and/or equivalent training 7 to 10 years of progressive administrative experience Excellent command in spoken and written English Strong communication skills Extensive knowledge of international travel arrangements Good calendar management Be discreet and able to maintain high level of confidentiality Ability to co-ordinate many high-priority deadlines simultaneously Excellent administrative skills with a strong focus on attention to details Strong time management and organizational ability Be flexible to work outside of regular business hours, when required

Preferred

Ability to use own initiative and work independently as well as within a team Highly motivated, proactive and enthusiastic Ability to prioritize and make routine decisions independently Can work under pressure Excellent computer skills, especially MS Word, Excel and PowerPoint Strong interpersonal relationship capabilities

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