At AIA we've started an exciting movement to create a healthier, more sustainable future for everyone.
So if you believe in inspiring a better future, read on.
About the Role
To provide administration support, support and plan events pertaining to:
1. Agency Communication
2. Administrative & Secretariat Support
3. Events
4. Logistics support
so as to motivate the agents by supporting the agency, FA and company to achieve the targets and business growth.
50% of the time is spent on this role
1. Events Planning and Support
- Plan, organize and manage Tied Distribution events to motivate, reward and support TD. Events include recognition events, meetings and seminars. Events should be successfully executed to ensure that the agents will want to attend subsequently and for events that requires qualification, the agents should be motivated to continue to qualify annually on a recurring basis.
- Provide marketing support for TD challenges and initiatives. This include ensuring timely delivery of the sales & marketing collaterals and ensure eDMs are sent out promptly to promote the events. To work with in-house graphic designer on eDMs as much as possible to reduce design costs.
- To continuously learn and adapt to the new technological tools required e.g sharepoint to store and use the iKNOW site and FB Group to promote events.
- Support team mates on bigger scale events such as Annual Agency Awards, Recognition Microsite, Studio Photo Shoot and filming or as required with responsibilities ranging from registration, logistics and attendance.
- Work with colleagues to coordinate and source for a creative agency for the annual studio photo shoot of our Top Awardees (featured in the Agency microsite and e-magazine). This involves schedule coordination for a few hundred awardees and qualifiers.
- Other responsibilities include providing support for ad-hoc projects and events.
40% of time is spent on this role
2. Administrative Work
- Pre-administrative work such as TPSA, TPM, SODA, PLEXUS, liaising with security, technology, compliance, risk, procurement & legal is required when appointing vendors.
- Sourcing, evaluating and appointing external service providers such as emcs, production houses, vendors, photographers, videographers, creative agencies for event set up, logistical issues, etc. E.g backdrop, av equipment, public liabilities insurance, photo shoot, banquet set up, risks, contingency plans. Ensure that the vendors meet the expectation set up in the requirements and are accountable to the deliverables of the event needed. This involves getting quotations and raising tenders, if required.
10% is spent on this role
3. Administrative & Secretariat Support
- Manage and organize office and storage space, support daily operations of the department and plan an efficient administrative procedure for the following:
- Mail collection and distribution to team members, check incoming mail from Outlook Engagement Public Folder, forward to appropriate team members to follow up and attend to e-enquiries.
- Sort, send, collect and file correspondences which are stored properly and easily retrieved. This includes identifying, maintaining and arranging the events and budget file for audit purposes.
- Perform clerical tasks invoice processing, receivable and payable via Ariba and follow up with Finance on timely payments, plan and coordinate events meetings, mail merging and preparation of presentation slides to update team, committee and management.
- Create, maintain and upkeep a library of quotations and contact details from hotels, country clubs, events companies and related vendors to reduce time spent on sourcing by the events team.
- Raising purchase orders, complete goods received on Ariba.
- Compile, close and review the event expenses. To track each events expense and work within the budget given. Follow up with credit and debit, if required and non-cash incentives to be submitted to finance.
Requirements
- Education - A Levels & Above
- Experience - 3 to 4 year experience in administrative-related portfolio. Experience in events planning is an advantage.
- Skills - Communications, organizational and negotiation skills is a must. Proficient in MS office. Advance Excel (V-Lookup is a must especially for registration/ rsvp purposes and budgetary and mail merging), Powerpoint for presentation deck.
- Meticulous, team player and resourceful with problem solving skills
Believe in better with AIA.If you work at AIA, you play an important part in this movement. Which is why we give you every opportunity to learn, grow and shape your career - your way!
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