Executive Assistant

About FWD Group

FWD Group is a pan-Asian life and health insurance business with more than 12 million customers across 10 markets, including some of the fastest-growing insurance markets in the world. The company was established in 2013 and is focused on changing the way people feel about insurance. FWD’s customer-led and digitally enabled approach aims to deliver innovative propositions, easy-to-understand products and a simpler insurance experience.

For more information, please visit www.fwd.com

FWD Technology and Innovation Malaysia Sdn. Bhd., known as FWD TIM, was established in late 2019. Strategically located in Kuala Lumpur, FWD TIM serves as a pivotal shared service location within FWD Group, providing services to multiple markets across the Group. FWD TIM houses a diverse and talented workforce focused on essential business and technology services such as information security, cloud operations, IT solutions delivery, digital and data, actuarial, finance, investments, and customer service, among many others. FWD TIM is dedicated to drive and deliver operational excellence and efficiency, foster innovation and ensure regulatory compliance across all business functions as well as maintain a competitive edge in the market.

PURPOSE

Responsible for providing secretarial and administrative support to the Group Office designated senior staff and teams as assigned and support for company-wide communication

KEY ACCOUNTABILITIES

• Maintains Executive’s appointment schedule by planning and scheduling internal and external meetings/calls
• Organize meeting facilities e.g. VC/dial in/meeting set up
• Complex travel bookings
• Expenses reimbursement
• Organise team events and visits by FWD Group and Markets’ senior leadership members
• Organise courier services
• New Joiner onboard set up for the team
• Procurement for the team
• Work closely with internal teams to support TIM Head and the company-wide employee communications and social media; from planning, coordinating, compiling, preparing and drafting content to administering internal social media platform.
• Participate in Social Committee and assist in organising social and employees events and activities

KEY PERFORMANCE INDICATORS

• Timely and accurate support of the Group Office designated senior staff and teams as assigned. Work closely with other Assistants in the GO and Markets

EXTERNAL & INTERNAL CONTACTS

Internal

• Internal departments within TIM, Group Office and other local offices
• FWD Group Senior Leaders and Business Units
• Assistants within GO and Markets

External

• Travel agency
• Corporate hotel
• External senior secretaries/
• assistants
• Board members, where relevant

DECISION MAKING

• In accordance with FWD Group delegated authorities

QUALIFICATIONS / EXPERIENCE

• At least 10 years’ work experience in i-bank or financial institution or insurance field
• 5+ years of experience for serving senior executives
• Worked for a team would be a privilege
• Formal secretarial training or above
• Good command of written and spoken English
• Experience in managing and supporting company’s messaging, communication and social media platforms

KNOWLEDGE & TECHNICAL SKILLS

• Good communication and interpersonal skills
• Outlook experience
• Zoom and Teams usage
• Proficient of MS word, excel, power point
• Excellent time management skill
• Verbal and written communication
• Problem solving skill and able to provide alternatives for various situations or any potential risk
• Experience with arranging in-house party for senior executive

OUR COMPETENCIES

Follow Group’s competency requirements

• Able to multitask and priorities tasks
• Handle confidential information
• Alert and fast response
• High resiliency
• Well-developed organisational skills
• Attentive to details
• mature and work independently
• High level of discretion
• Able to work under pressure
• Willingness to learn new things like technology and system etc.
• A good team player is a must
• High adaptability and ready for any instant changes
• Humility