Job Title

Job Description

Personal Assistant & Office Manager, Korea

The Role

This role provides comprehensive executive, administrative, and operational support across Asia. The position combines Personal Assistant responsibilities for senior leaders and Client Solutions teams and with responsibility for office operations, facilities, vendor management, finance administration, IT coordination, travel management, and employee engagement activities.

The role acts as a key liaison between local, regional, and global stakeholders to ensure efficient day-to-day operations and exceptional business support.

Personal Assistant Responsibilities

·       Assisting the stakeholders with calendar management, including arranging meetings, dealing with conflicting commitments and acting as a gate keeper for meeting requests

·       Assisting with managing email inbox where appropriate

·       Maintain professionalism and strict confidentiality with all materials

·       Working closely with the Global PA team on Leadership and Executive team meeting scheduling as required

·       Assisting with ad hoc travel arrangements and liaising with travel providers, including flights and accommodation when required

·       Recording travel expenditure for reconciling against invoices from the travel agent

·       Expense processing and budget management

·       Producing first drafts of PowerPoint Presentations for Leadership team meetings as required

·       Proactive approach in the run-up to meetings, e.g., drafting agendas, circulating pre-read materials, planning sessions for Leadership Teams and arranging committee meetings

·       Planning for Senior Leaders to sign documentation

·       Dealing with ad-hoc requests from the business including but not limited to support for internal Networks & Committees and events, administrative support for Marketing teams.

Office Operations & Workplace Management

·       Oversee day-to-day office operations, facilities management, maintenance, and workplace environment.

·       Manage office access control, seating arrangements, parking allocation, and office layouts.

·       Ensure continuous availability of office supplies, equipment, and workplace resources.

·       Monitor office utilities and maintenance expenses and provide reporting to Head Office.

·       Manage lease agreements and coordinate with landlords and building management on office-related matters.

·       Manage any planned office moves.

Vendor & Stakeholder Management

·       Manage end-to-end relationships with office and service vendors.

·       Review, validate, and monitor vendor costs, contracts, and service levels.

·       Coordinate vendor issue resolution and performance management.

·       Identify opportunities for process improvements and cost optimisation.

Financial Administration & Cost Management

·       Monitor office budgets and support cost control initiatives.

·       Review, validate, and process invoices in accordance with company policies.

·       Manage corporate card expense reconciliation and submission.

·       Support executive expense reporting and finance administration.

·       Record and reconcile travel expenditure against invoices from travel providers.

·       Identify opportunities to improve efficiency and reduce operational costs while maintaining service quality.

Head Office & Regional Coordination

·       Serve as a key point of contact between local offices, regional teams, and Head Office.

·       Prepare reports, perform monitoring analysis, and support ongoing operational reviews.

·       Facilitate communication across multiple stakeholders and time zones.

IT Coordination & Administrative Support

·       Act as the primary liaison for local IT matters and outsourced IT service providers.

·       Coordinate resolution of day-to-day technology and telephony issues.

·       Manage IT-related vendors, costs, and support services.

·       Oversee office asset management, including IT equipment and inventories.

·       Maintain document management and administrative processes.

Travel & Visitor Management

·       Coordinate end-to-end travel arrangements, including flights, accommodation, insurance, transportation, and itineraries.

·       Liaise with travel providers and monitor travel-related expenses.

·       Manage visitor arrangements and office coordination for internal and external guests.

Events, Employee Engagement & CSR

·       Plan and deliver internal events, workshops, leadership meetings, and company programmes.

·       Coordinate employee engagement initiatives and corporate social responsibility activities.

·       Support onboarding activities and internal training logistics.

·       Assist with the planning and execution of business events and team activities.

Security, Safety & Compliance

·       Oversee workplace security and safety requirements, including access management and CCTV systems.

·       Coordinate health and safety training and compliance activities.

·       Support business continuity planning and operational resilience initiatives.

Experience

·       Experience of working in Reinsurance / Insurance / Professional Services sector

·       Systematic and highly organised approach

·       Experience of all aspects of meeting organisation and logistics

·       Demonstrated experience in office and workplace management

·       Advanced skills in Microsoft Word, Outlook, PowerPoint and Teams

·       Excellent written and verbal communication skills

·       Minute-taking

·       Ability to manage competing demands and deal with non-standard and unstructured requests, at short notice

·       A team player who works collaboratively and is willing to take on tasks to help the team succeed

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

• 21 days of annual leave with option to buy more days

• Fertility leave 

• Generous enhanced parental leave 

Healthcare

Pacific Life Re provides group insurance coverage to all employees, their legal spouse and children for the following products:

• Group Hospitalisation, and

• Group Outpatient

In addition, employees are covered under

• Group Disease Death,

• Group Accidental Death, and

• Group Accidental Disability

• Additional flexi benefits

Wellness

• Access to Employee Assistance Program 

• Time off for volunteering 

• Charitable matching of employee donations 

You Can Be Who You Are

We are committed to a culture of diversity and inclusion that embraces the authenticity of all employees, partners and communities. We support all employees to thrive and achieve their fullest potential.

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