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Executive Personal Assistant

Date: 05-Jun-2022

Location: Singapore, 01, SG, 238851

Company: The Body Shop International Limited

The Body Shop

When Anita Roddick founded The Body Shop in 1976, she had a vision. Business as a force for good – that’s us. Over 40 years later, we’re proud to be pioneering cruelty-free beauty every step of the way. We’re the original ethical beauty brand. We’ve got a thing for empowering people and enriching our planet. We’re all about keeping it real, in every way possible. Our activist roots remain a huge part of everything we do, from our iconic window posters to our vegetarian products to our infamous campaigns. We’re never afraid to stand up and speak the truth. We like to do things a little differently around here. 

 

The Body Shop, along with Aesop and Natura, is part of Natura & Co, a global, multi-channel and multi-brand cosmetics group that is committed to generating positive economic, social and environmental impact. Group owner Natura is Brazil's number one cosmetics manufacturer. Sustainable development has been the company's guiding principle since it was founded in 1969. In fact, this is an incredibly exciting time for The Body Shop. We’re fighting for what we believe in now more than ever. No holding back. Breaking the mould has always come naturally to us, and we need someone who’s not afraid to mix things up. 

Your role in a nutshell

As an integral part of our EA and Office Admin Shared Service, you will provide EA support to APAC Managing Director and assigned Senior Leaders in APAC and support the day-to-day needs of the Singapore office administration and operations to ensure organizational effectiveness and efficiency.

More about the role

Primary Accountabilities:
Executive Assistant to APAC Managing Director and Assigned Senior Leaders (SLT) in APAC

• Liaise with senior management from within and outside of the business
• Provide full spectrum of office administrative support to the assigned Senior Leaders and the teams
• Manage and coordinate Senior Leaders' work calendars, meetings, travel schedules,and expense requirements
• Key stakeholder alignment – Liaise with senior management (ELT and SLT) and their assigned EAs from within the business
• Arrange and coordinate regional/local conferences, meetings, workshops, seminars, etc.
• Initiate and follow-up correspondence on all routine matters
• Support new hires' onboarding process by working with People Partner to set up induction meetings for the assigned functions
• Initiate/draft and follow-up correspondence on all routine matters.
• Files update and maintenance for assigned SLTs
• Any other ad-hoc support duties and projects that may be required from time to time.

Support Office Management and Administration

• Manage office activities and operations
• Responsible for new vendors and PO creation process for the Singapore office
• Execute office policies and recommend improvements to existing processes (Meeting rooms, community hub, and any other shared spaces and ensure these shared spaces are organized.
• Coordinate with Building Management Office in office maintenance, installations, safety, and refurbishment.
• General suppliers and service providers’ relationship management including sourcing and negotiating with vendors/suppliers.
• Ensure office appliances and supplies (not including IT-related equipment) meet quality expectations and maintain cost efficiency.
• Responsible for Mail and Courier management
• Execute office administration processes (office safety and security, overall office environment, facilities, office equipment and supplies, etc)
• Coordinate seating arrangements for the new hires.
• Coordinate all office deliveries
• Report potential and actual accidents in the workplace.  Assist with the implementation and tracking of company Safety and Health programs.
• Any other ad-hoc projects assigned SLT

What we look for

Experience:
• At least 5 years of relevant experience


Competencies required:
• Ability to multi-task & prioritize
• Good customer service mindset and attitude
• Excellent computer software skills in MS Office and Outlook
• Excellent verbal and written communication skills
• Strong coordination and organizational skills
• Meticulous
• Possesses strong interpersonal skills
• Team player and enjoy multi-tasking functions
• Efficient and pro-active
• Confident, independent and self-motivated

Talent Drivers

Collaborative Skills
Commerciality
Personal Conduct
Purpose
Leadership


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