Executive Assistant And Office Facilities Manager

Great that you're thinking about a career with BSI!

Overview / Purpose of the position

• EA: As Executive Assistant to the Managing Director and Senior Managers reporting directly to the MD, the EA supports the Senior Managers reporting directly to the MD (hereinafter referred to as the ANZ Leadership Team) in strategy development and implementation, Responsible for the planning, operation and information/data management of company events, initiatives, programmes, Sharepoint, Teams website, etc., as well as engagement-related work, visitor relations and internal communications.
• O & FM: responsible for general office administration, overseeing the maintenance of Office Facilities, office supplies and equipment and being the first point of contact for employees and visitors.

Responsibilities & Accountabilities

Executive Assistant

• Assesses MD's schedule and makes travel arrangements as appropriate and notifies internally and externally.
• Responsible for planning, coordinating, arranging venues, publicising, preparing materials, managing progress, implementing and monitoring company events, meetings, etc.; e.g. kick-off meetings, all-hands meetings, town halls, etc.　　
• Responsible for the planning, operation, and information/data management of Sharepoint, Teams website, etc. used by the ANZ Leadership Team.
• Responsible for communications from the MD and ANZ Leadership Team to employees, APAC, Global, and externally as required (e.g. proposals, issues, information management, etc., taking into account the status of company events, meetings, etc., as appropriate).
• Engagement-related tasks; e.g. setting up result-sharing sessions for the team
• Visitor relations for MD and ANZ Leadership Team (e.g. scheduling, arranging accommodation, setting up meetings and dinners, etc.)

Office and Facility Manager

• Overseeing the maintenance of Office Facilities, equipment, and supplies
• Acting as a point of contact for employees and visitors
• Provide administrative support for the ANZ Leadership team
• Schedule meetings and travel arrangements for the ANZ Leadership team

In both EA and Office & Facility Operations

• Support the ANZ leadership team by thinking and acting in accordance with the Mission, Vision, Values, etc.
• Review, plan, and implement work content and procedures from the perspective of business growth while carrying out current tasks.
• Prioritising, planning, and monitoring the implementation as planned.
• Carry out operations always keeping in mind the viewpoint of the stakeholder, internal and external customers.
• Promote ingenuity and efficiency
• Perform a variety of tasks in parallel while responding flexibly to stress
• Work in smooth communication with people inside and outside the company
• Independently learn and apply necessary knowledge and skills in their work

Attributes

• General Admin and facilities experience at a foreign-affiliated company.
• Personal Executive Assistant experience to MD_C level

Knowledge and Experience

• At least 2 years working in a similar role
• Experience with several applications like Teams, Workday Basware, PowerBI, Forms, Sharepoint, Outlook, MS Office, presentation at company events via Zoom, Webex including recording, editing, etc.,

Skills and Abilities

• Excellent written and verbal communication skills
• Ability to multitask and prioritise projects
• Customer service oriented
• Able to complete complex administrative tasks with minimal supervision

Personal Qualities/ AAptitudes

• Ability to prioritise.
• Efficient
• Driven
• Client-centric
• Influential
• Punctual
• Proactive
• Innovative
• Technical savvy

Our Excellence Behaviours: Client-centric, Agile, Collaborative. These three behaviours represent how we do things at BSI. They help us ensure that BSI is a great place to work and a highly successful business.

BSI is conducting face-to-face interviews where appropriate and possible. If you are invited to a face-to-face interview but feel more comfortable with conducting the interview virtually, please speak to a member of our recruitment team.