At AIA we’ve started an exciting movement to create a healthier, more sustainable future for everyone.

It’s about finding new ways to not only better people's lives, but to better the communities and environments we live in. Encompassing our ambition of helping a billion people live Healthier, Longer, Better Lives by 2030.

And to get there, we need ambitious people who believe in playing an important part in shaping that future. People seeking unmatched career and personal growth opportunities, who are driven to work with, and learn from some of the most inspiring and supportive leaders in the business.

Sound like you? Then read on.

About the Role

Serving as the important member in Legal & Board Office, this role will be responsible for the management of company seal and licenses, OA system and facilitate the official documents management as well as government affairs.

Roles and Responsibilities:

1. Seal and Certificate Management

• Establish and update systems related to seal and certificate management.
• Supervise the use and custody of company seals, establish seal usage approval procedures, ensure seal usage complies with regulatory requirements and internal company management systems.
• Conduct regular inspections of seal custody to ensure seals are stored in secure and confidential locations, preventing unauthorized or improper use and loss, to ensure safe usage and custody of seals.
• Responsible for the daily use, custody, and annual inspection of important documents such as the company’s business license, various business permits, and qualification certificates. Regularly check the validity of documents, promptly complete annual inspection procedures, to ensure all documents remain valid.
• Responsible for document management, tracking and recording document usage to ensure document usage complies with company business needs and relevant legal requirements.

2. Record Management

• Establish and update record management systems.
• Develop and implement industry-compliant record management systems according to company business characteristics and legal requirements, clearly defining requirements for record classification, retention periods, storage methods, etc.
• Classify and manage different types of records.

3. OA Management

• Responsible for the customization and configuration of the company’s Office Automation (OA) system. Optimize and upgrade the OA system according to the company’s business needs and industry data security standards to ensure system functions meet the needs of daily office operations and business management. Provide user support services for the OA system, promptly resolving issues encountered by users during usage.
• Strictly enforce data access control policies, assigning data access permissions according to employees’ job responsibilities and authority levels, ensuring only authorized personnel can access and manipulate relevant data, preventing data leakage and misuse to safeguard company data security.

4. Assist Document Management

• Assist in the management of all official company documents and manage regulatory document exchanges.

5. Governmental Affairs Support

• Facilitate the liaison and communication with regulators, associations/governmental agencies.
• Support the CEO and senior management to deal with governmental and regulatory matters, including coordinating regulatory onsite inspections and visits; prepare presentations and scripts for senior management; assisting negotiating government subsidies, etc.
• Facilitate the handle official documents from regulators, associations/governmental agencies, including registration, circulation and providing interpretation and clarification of regulatory requirements when necessary.

6. Other tasks designated by Head of Legal/Board Secretary Minimum

Job Requirements:

• At least 4-5 years of PQE.
• Prior experience working in government agencies or managing official documents (公文管理) is preferred.
• Working experience in SOE, multinational companies is a plus.
• Fluent in English as working language.
• Strong communication and collaboration skills, responsible, detail-oriented, efficient, and willing to explore new work areas.

Build a career with us as we help our customers and the community live Healthier, Longer, Better Lives.

You must provide all requested information, including Personal Data, to be considered for this career opportunity. Failure to provide such information may influence the processing and outcome of your application. You are responsible for ensuring that the information you submit is accurate and up-to-date.