Business Services Administrator & Executive Assistant to General Manager – New Zealand

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At AIG, we are reimagining the way we help customers to manage risk. Join us as a Business Services Administrator \& Executive Assistant to play your part in that transformation. It’s an opportunity to grow your skills and experience as a valued member of the team.

Make your mark in Business Services

Corporate Real Estate \& Business Services is a global team that manages our vast corporate real estate portfolio. It also has responsibility for corporate security, business continuity / resiliency, and business services such as facilities management, document management, workplace health and safety etc. The team takes an innovative approach to supporting day-to-day operations and fostering a dynamic workplace, while driving commercial and operational efficiencies.

How you will create an impact

Picture yourself building a successful career at AIG working alongside other talented, highly motivated individuals committed to reaching our goal of becoming the #1 insurance provider. We believe that our success depends on building a world class team. If you would like to be a part of our team, we invite you to consider putting your talents to work with the Corporate Real Estate \& Business Services team.

In this critical role you will be providing internal colleagues with access to the full scope of services to meet their specific needs including Corporate Real Estate, Facilities Management, Corporate Services, Corporate Security, Workplace Health and Safety, Onboarding/offboarding Services etc. You will be expected to act with speed, composure, and compassion in supporting business needs in the office environment, providing best in class workplace experience to all employees.

Key accountabilities will include but not limited to:

• Real Estate Services: Ensure professional property and facility management, supporting workplace health and safety, performing project and move management on demand, space planning, and management of critical infrastructure in the server rooms in accordance with AIG Critical Facilities Standards and applicable local legal requirements.
• Financial: Support the annual budget setting exercise for all Corporate Real Estate and Business Services related costs. Proactive approach to financial management and identifying cost saving potentials.
• Corporate Services: Manage a portfolio of services around A/V equipment, document management, record management (onsite and offsite), fleet management, mail distribution, reception, mobile telephony \& more.
• Workplace Health \& Safety + Environment: Be a permanent member of the NZ Health \& Safety Committee, responsible for maintaining the First Aid and Fire warden rep list. Support operational sustainability for the benefit of the environment in the areas of energy, waste, emissions, digitalisation and above.
• Corporate Security: Adhere to global security standards in access control systems and CCTV. Ensure proper security and safety measures for the workplace. Provide local information during security events and ensure all incidents are reported to Global Security timely.
• Business Continuity: Adhere to all global requirements including training and exercise plans and leading facility business continuity management in collaboration with the Business Resiliency Team. Be on stand-by for active participation with local IMT in every incident and/or event.
• Onboarding/offboarding Services: Support onboarding/ offboarding process in cooperation with HR+IT; purchase IT accessories (mouse, keyboard, headset) in accordance with AIG IT standards through the company stationery account.
• Sourcing and Procurement: Support strategic sourcing initiatives in collaboration with AIG Global Sourcing \& Procurement Services (GS\&PS). Engage Legal in contract reviews to ensure that the appropriate contract documents are used to address AIG requirements and country/ local requirement. Monitor inventory and manage procurement for your direct area of responsibility, including vendor selection, contract negotiation, contract reviews and renewals aligned to AIG GS\&PS policy.
• Third Party Management: Ensure the adherence to the Third-Party vendor governance process for your direct area of responsibility.
• Compliance and Audit: Ensure business services processes are compliant with AIG policies and Regulatory requirements. Meet deliverables for local Regulatory examination, internal or external audits and ensure timely closure of issues raised.
• Travel: To be the point of contact for AIG Global Travel and the local Travel Management company (Tandem). Consolidate and submit the NZ monthly travel request for regional approval.
• Executive Assistant duties: Support the NZ CEO with administration on various task such as;
  • Manage complex scheduling and calendar management, as well as content and flow of information including agendas
  • Manage CEO travel logistics and activities, including accommodation, transportation, and expense reconciliation
  • Provide administrative and office support,
  • Maintain professionalism and strict confidentiality with all materials
  • Organize team communications and plan events, both internal and off-site

What you’ll need to succeed

• Proven experience as an Administrator in Corporate/ Business Services and/ or Corporate Real Estate
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements
• Excellent communication (both verbal and written) and interpersonal skills
• Competent in Microsoft Office application, e.g. MS Excel, MS PowerPoint, MS Outlook
• Proven ability to operate in a matrix organization
• A self-starter who is flexible and adaptive
• Understand the importance of being the first point of contact at AIG New Zealand for all office and business services related matters
• Remain calm and demonstrate good conflict management and resolutions skills where appropriate

Ready to make a bigger impact? We look forward to reviewing your application.

At AIG, we value in-person collaboration as a vital part of our culture, which is why we ask our team members to be primarily in the office. This approach helps us work together effectively and create a supportive, connected environment for our team and clients alike.

Enjoy benefits that take care of what matters

At AIG, our people are our greatest asset. We know how important it is to protect and invest in what’s most important to you. That is why we created our Total Rewards Program, a comprehensive benefits package that extends beyond time spent at work to offer benefits focused on your health, wellbeing and financial security—as well as your professional development—to bring peace of mind to you and your family.

Reimagining insurance to make a bigger difference to the world

American International Group, Inc. (AIG) is a global leader in commercial and personal insurance solutions; we are one of the world’s most far-reaching property casualty networks. It is an exciting time to join us — across our operations, we are thinking in new and innovative ways to deliver ever-better solutions to our customers. At AIG, you can go further to support individuals, businesses, and communities, helping them to manage risk, respond to times of uncertainty and discover new potential. We invest in our largest asset, our people, through continuous learning and development, in a culture that celebrates everyone for who they are and what they want to become.

Welcome to a culture of inclusion

We’re committed to creating a culture that truly respects and celebrates each other’s talents, backgrounds, cultures, opinions and goals. We foster a culture of inclusion and belonging through learning, cultural awareness activities and Employee Resource Groups (ERGs). With global chapters, ERGs are a cornerstone for our culture of inclusion. The talent of our people is one of AIG’s greatest assets, and we are honored that our drive for positive change has been recognized by numerous recent awards and accreditations.

AIG provides equal opportunity to all qualified individuals regardless of race, color, religion, age, gender, gender expression, national origin, veteran status, disability or any other legally protected categories.

AIG is committed to working with and providing reasonable accommodations to job applicants and employees with disabilities. If you believe you need a reasonable accommodation, please send an email to [email protected].

Functional Area:

CS - Corporate Services AIG Insurance New Zealand Limited