Company Secretarial Assistant

5 months ago

Hong Kong, Hong Kong SAR China AIA Full time

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

Sound like you? Then read on.

About the Role

We are expecting the calibrate to lead board and committee meeting logistics for entities administered by AIA Group Office; to provide day-to-day information management, administrative and technical support to the company secretarial professionals within Group Legal; to assist in 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, such as corporate disclosures; to help maintain corporate databases, such as Viewpoint and SharePoint.

Roles and Responsibilities:

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 Sharepoint, Viewpoint database and uploading of meeting materials onto Convene

To provide secretarial and administrative support to senior members of the team

To handle vendor management processes as well as invoice settlement in collaboration with the Specialist, Legal Administration

To assist with handling corporate disclosures

To provide company secretarial assistance on corporate projects and events as and when required


Minimum Job Requirements:

Degree holder in business studies/commerce or equivalent

Minimum 5 years working experience in supporting company secretarial function

Knowledge and experience of documentation management systems 

High quality written and spoken English

Good work attitude and ability to work independently and as a team

Good communication and interpersonal skills – a great teammate 

Some technical knowledge and proficiency in company secretarial matters would be an advantage

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