Personal Assistant, Asia

Job TitlePersonal Assistant, Asia

Job Description

Background

Pacific Life Reinsurance (PL Re) has three (3) lines of business (LOBs): Capital Solutions, Savings & Retirement(S&R) and Protection. All 3 LOBs are global but engage with clients regionally through our sales representatives or Client Solutions team (CS). This personal assistant role will provide support to CS leaders across all three of our LOBs in the Asia and Australia regions.

CS engages with insurance companies in the region to build relationships and create opportunities for PL Re offerings. Meetings may be done in local offices, conferences, or internal/external marketing events. Local office meetings may be one on one, but it is also common for the CS lead to bring in

PL Re global knowledge experts or senior executives.

As a result, the sales process involves a lot of logistical needs including scheduling both internally and externally, travel & entertainment arrangements, calendaring, presentation material, and expense organization.

Another key aspect of the role is coordination / communications. It is important that a holistic approach is taken to managing common clients across the three LOBs. In order to ensure strong coordination, PL Re maintains a CRM system to capture client meeting notes and a calendar that provides visibility to client and local regulatory meetings and reflects CS engagement as well as any other global knowledge expert and EXCO members. This role would be a key point person toward ensuring the CRM system is updated for client input from meetings across the 3 LOBs and calendar management for the region for the LOBs.

Client engagement from time to time is enhanced through marketing or special events. PL Re has a marketing team that this role will support logistically.

The role bring significant value to the front line, as well as having significant exposure to senior people. They engage with executive clients and senior leadership and executive PAs to support scheduling. Professionalism is important as this role represents PL Re.

The global nature of the company introduces an opportunity to engage with people around the world. There is a strong network of PAs. They provide support and experience with similar expectations from this role.

The Role

The role reports to the PA, Asia, based in Singapore who is the PA for the EVP, Protection. The PA, Asia is highly experienced and able to provide considerable direction for this role. The other two LOB heads are based in Bermuda and supported by a PA in Bermuda. This role will be an additional resource and stakeholder of the successful candidate.

The role will support Client Solutions regional Heads and their senior teams for the 3 LOBs. The key objective is to support them such that they optimize value creation for PL Re holistically. This will involve logistical support, coordination and communications with respect to client engagement and collaboration with PL Re global PA network.

Responsibilities

Logistics

Scheduling and managing / coordinating with respective PA’s on complex calendars

Preparing papers for meetings

Organising business travel and producing detailed itineraries

Organising meetings and related events

Arranging meetings internally and externally, including video and telephone conferences

Expense filings

Coordination & Communications

Global PA/EA coordination including liaising across global offices to ensure seamless communication, alignment on priorities, and efficient execution of executive-level initiatives.

Develop and maintain a 12 month rolling calendar of regional client meetings and PL Re representatives for the 3 LOBS

Flag any potential client conflicts to leadership

Ensure that all CS team members prepare high quality client notes following meetings and that these notes are processed onto the CRM system.

Ad-hoc duties

Support for overseas guest visits (e.g. meeting arrangements, access cards, transportation, etc).

Support our participation and sponsorship in conferences

Support the Marketing team and office managers as appropriate to deliver on the planning for these events, including leading liaising with relevant providers and organisers

On occasion, executing the event smoothly on the event day itself including managing registrations and post-event surveys

Essential Qualifications & Experience

Minimum 5 years’ experience in a PA or executive assistant role, preferably within financial services.

Proven ability to manage multiple senior stakeholders across different teams.

Strong organisational and basic project management skills.

High level of proficiency in Microsoft Office (Word, Excel, advanced PowerPoint).

Excellent written and verbal communication skills.

Confident in interacting with external senior executives and internal stakeholders.

Experience in scheduling, diary management, and international travel arrangements.

Previous experience in supporting event planning and logistics.

Able to manage confidential information with discretion.

Proficient in English; additional languages such as Cantonese or Japanese are an advantage.

Exceptional attention to detail, accuracy, and ability to multitask.

Team player with experience in building network through collaboration

Working For Pacific Life Re

Every person in our global team is valued for the unique qualities they bring to our business and we seek to build their expertise and support their individual ambitions at every step. Of course, we take our work seriously and we know our team can operate under great pressure. We work hard and thrive on achievement, but we also know how to have fun and relax too. We regularly host a range of team building days to strengthen our team's connection with each other and reflect on their successes.

Providing employees with a healthy work-life balance is very important to our culture. We have a wide range of employee benefits and we host regular social activities and well being initiatives. We are also committed to supporting our employee's involvement in their communities, by actively fundraising, hosting charity events and overseeing volunteering opportunities.

Benefits

Leave

23 days of annual leave with option to buy/sell more days

Adoption and fertility leave

Generous enhanced parental leave

Healthcare

Comprehensive private insurance coverage for employee and dependents

Group Term Life Insurance coverage of 5x basic annual salary, Group Accelerated CI of 1x annual basic salary and Group Accidental Death & Dismemberment of 3x annual basic salary

Optical & Dental benefits

Additional flexi benefits

Wellness

Access to Employee Assistance Program

Time off for volunteering

Charitable matching of employee donations

As part of our commitment to diversity and inclusion, we will provide reasonable adjustments during the recruitment process to ensure equal access to applicants with disabilities. Please contact us about your needs so that we can discuss these with you to make sure that suitable adjustments are made, where possible.

Pacific Life Re Values

Please click here to view our company values

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