Executive Assistant

About Allianz Services:

Allianz Services is a global organization delivering best-in-class services to Allianz Group entities worldwide. Our mission is to drive operational excellence, innovation, and transformation across various business functions.

Role Overview:

As the Executive Assistant to the Head of Department, you will play a pivotal role in supporting the HOD in managing day-to-day operations, strategic initiatives, and administrative tasks. This position requires a highly organized, proactive, and detail-oriented individual with excellent communication skills and the ability to handle confidential information with discretion.

Key Responsibilities:

1. Executive Support:

o Act as the primary point of contact for the HOD, managing their calendar, appointments, and travel arrangements.

o Coordinate and prioritize meetings, ensuring alignment with business priorities.

o Prepare agendas, presentations, and minutes for meetings, ensuring follow-up on action items.

2. Project Coordination:

o Support the HOD in tracking and managing strategic projects and initiatives.

o Collaborate with cross-functional teams to ensure timely delivery of project milestones.

o Provide updates, reports, and insights on project progress as required.

3. Administrative Support:

o Manage expense reports, invoices, and other financial documentation for the HOD.

o Maintain and organize files, records, and documentation in a systematic manner.

o Ensure compliance with Allianz policies and procedures in all administrative activities.

4. Event Coordination: o Plan and organize team events, workshops, and conferences as needed.

o Coordinate logistics, including venue booking, catering, and travel arrangements for participants

5. Confidentiality and Discretion:

o Handle sensitive information with the utmost confidentiality and professionalism.

o Act as a trusted partner to the HOD, providing insights and recommendations when needed.

Qualifications and Skills:

• Bachelor's degree in Business Administration, or related field (Master's degree is a plus).

• 8+ years of experience as an Executive Assistant or in a similar role, preferably in a global or corporate environment.

• Excellent organizational and time-management skills, with the ability to multitask and prioritize effectively.

• Strong written and verbal communication skills in English.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other collaboration tools (e.g., MS Teams, SharePoint).

• High level of professionalism, discretion, and confidentiality.

• Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.

• Experience in project coordination or management is an advantage