Description
The Role
Key Responsibilities Include
- Leadership & Business Support
- Coordinate and manage internal meetings, including recurring and ad-hoc meetings with Team Leaders and H&B employees.
- Prepare meeting agendas, take meeting minutes, and distribute action items.
- Track and follow up on agreed actions, deadlines, and deliverables with relevant stakeholders.
- Support the Country Head and leadership team in preparing presentations, reports, and business materials.
- Review administrative documents requiring signature (e.g., NDA, Broker Agreements, and related contracts) to ensure completeness and accuracy before execution and distribution.
- Manage business correspondence and documentation as assigned.
- External Stakeholder Coordination
- Act as the primary contact for meeting requests from insurance companies, partners, TPAs, vendors, and other external stakeholders.
- Coordinate schedules between external parties and H&B leaders, Team Leaders, and Account Managers.
- Follow up on discussion points, commitments, and action items arising from external meetings.
- Provide administrative support for external relationship management activities.
- Wellbeing & Advisory Program Support
- Support Wellbeing and Advisory Champions in organizing and implementing employee wellbeing initiatives in Ho Chi Minh City.
- Coordinate annual surveys and stakeholder communications.
- Arrange meetings and activities with external wellbeing vendors and internal participants.
- Assist in organizing wellbeing campaigns, engagement programs, and related initiatives.
- Translate and localize monthly wellbeing newsletters and communication materials.
- Seminar & Webinar Coordination
- Coordinate the planning and execution of client seminars, workshops, and business events.
- Obtain vendor quotations and support vendor selection processes.
- Liaise with Team Leaders, Account Managers, and stakeholders on seminar-related activities.
- Support event preparation, including presentation formatting, invitation testing, attendee logistics, and onsite coordination.
- Track and follow up on post-event activities and deliverables.
- Manage the monthly H&B internal webinar program.
- Claims & Client Reporting Support
- Support Account Managers in generating periodic client reports when required.
- Assist internal users in utilizing the Claims Dashboard and related reporting tools.
- Support claims-related data collection and reporting activities.
- Operations & Process Support
- Support Operations Leads in standardizing internal documentation, templates, contract forms, terms & conditions, presentations, and process materials.
- Assist Account Managers in preparing communication materials during peak business periods (e.g., annual renewal cycles).
- Maintain contact lists and stakeholder information for Email Encryption Tools and other operational systems.
- Ensure proper document management and version control practices.
- Project Coordination
- Support project leaders in planning, coordination, and implementation of internal and client-related projects.
- Track project timelines, deliverables, and stakeholder actions.
- Assist with project documentation and reporting requirements.
- Other Duties
- Perform additional business support, coordination, and administrative duties as assigned by the Country Head.
- Assist the servicing team in managing client-related matters and delivering ongoing client support as needed.
Qualifications
The Requirements
- Bachelor's degree in Business Administration, Management, Insurance, Finance, Human Resources, or a related field.
- 1–3 years of experience in administration, project coordination, executive support, operations, or customer service.
- Experience in insurance, consulting, professional services, or multinational environments is an advantage.
WTW is an equal opportunity employer
