Executive Assistant & Office Manager

SCOR; Sydney; Sur place; AUD 90 000 - 130 000; Plein temps

Résumé du poste

SCOR is seeking an Executive Assistant & Office Manager in Sydney to ensure smooth daily operations, coordinate meetings and events, oversee facilities, vendor relations and procurement, and support HR/IT in a proactive, professional manner. You’ll drive governance, risk and compliance, and help maintain SCOR's standards across offices.

The role requires 3–5 years of relevant experience, excellent communication, and a hands-on, collaborative approach in a fast-paced environment.

Qualifications

• 3–5 years of relevant experience as an office manager, operations coordinator, or executive assistant.
• Excellent coordination across HR, IT, Finance and Facilities.
• Strong communication and interpersonal skills.

Responsabilités

• Operational Oversight: lead daily office operations and align with strategic goals.
• Procurement Management: oversee vendor selection, contracts and purchasing adhering to policy.
• Compliance/TPRM: assist rollout of group processes and controls for third-party risk management.
• Facility Management: oversee maintenance, security, and space planning.
• Business Continuity: support rollout of BCP and resilience initiatives.
• Office Security and Travel/Expense: manage access, travel policy adherence, and reporting.

Connaissances

Office management

Cross-functional coordination

Communication skills

Analytical skills

Description du poste

The Executive Assistant & Office Manager ensures smooth daily office operations and provides administrative and logistical support to promote an efficient and professional working environment. The role manages facilities, vendor relationships, event coordination, and general administrative services in alignment with corporate standards and procedures.

Main Missions

• Oversee office operations, maintenance, and logistics.
• Support executive management in organizing internal and external meetings and events.
• Manage vendor contracts and procurement related to office services.
• Facilitate workplace coordination between HR, IT, and corporate functions.
• Ensure workplace compliance with SCOR Group standards and ESG principles.

Responsibilities

Key duties and responsibilities

1. Operational Oversight

• Lead and coordinate daily business operations to ensure efficiency and alignment with strategic goals.
• Develop, implement, monitor and improve operational workflows, systems, and processes adapting to local culture and work patterns.

Provide regular reports to N+1 on operational performance, alerting risks in advance and driving new initiatives when required.

2. Procurement Management

• Oversee procurement activities including vendor selection, contract negotiation, and purchasing in accordance to SCOR Group Procurement Policy
• Ensure cost-effective sourcing and compliance with procurement policies.

Report to N+1 when detecting possible breaches to Group Procurement Policy

3. Compliance in areas of 3rd Party Risk Management / Outsourcing

• Assist to rollout Group processes and controls relating to TPRM

Ensure all steps are done if outsourcing are deemed critical or significant.

4. Facility Management

• Oversee the maintenance, security, and efficiency of all company facilities, ensuring a safe, functional, and productive work environment.
• Manage relationships with landlords, service providers (eg. JLL) and maintenance vendors
• Ensure compliance with all health, safety, and environmental regulations (OSHA, EPA, etc.).

Lead in space planning, office renovation/reconfigurations and facility related projects.

5. Business Continuity Planning (BCP)

• Work with regional BCP Coordinator to ensure proper rollout of business continuity and disaster recovery plans.
• Support Regional Business Resilience team to identify critical business functions, potential threats and assist with the business impact analysis when arises.

Conduct risk assessments, keep staff’s contacts current and ensure readiness for operational disruptions.

6. Office Security

• Develop and implement physical security policies, procedures, and protocols.
• Manage access control systems, surveillance, and security personnel/vendors.
• Act as a primary point of contact for security incidents, leading investigations and implementing corrective actions.
• Liaise with security vendors and ensure compliance with safety regulations.

7. Travel & Expense Management

• Ensure SCOR Global Travel & Expense Policy are adhered to and report incidents where it is not in compliance or if actions cannot be taken for rectification.
• Assist the APAC Travel manager in downloading the travel reports (when required)
• Also support Green Reporting particularly in areas of Travel and other operating matters.

8. Administrative and Executive Support

• Provide administrative support to site management and executives as required.
• Assist in official documentation, travel arrangements, and correspondence.
• Maintain confidentiality and professionalism in handling sensitive information.

Qualifications

Required experience & competencies

Experience:

• At least 3 to 5 years of relevant experience as an office manager, operations coordinator, or executive assistant.
• Proven ability to manage multiple priorities with professionalism and discretion.
• Service-oriented, proactive, and collaborative, with strong problem-solving capabilities.

Excellent coordination skills working across functions (HR, IT, Finance, and Facilities).

Personal Competences:

• Strong communication and interpersonal skills
• Strong analytical skills
• Commitment to a challenging and demanding working environment
• Demonstrated ability to be a team player and work cooperatively with other stakeholders to further develop the organisation.
• Flexible, "can do" attitude with interest in career and skill development.
• Able to be "hands on" and work with a small team
• Locations Suite 7.02 Level 7, Sydney, NSW, 2000, AU

About Us

As a leading global reinsurer, SCOR offers its clients a diversified and innovative range of reinsurance and insurance solutions and services to control and manage risk. Applying "The Art & Science of Risk," SCOR uses its industry-recognized expertise and cutting-edge financial solutions to serve its clients and contribute to the welfare and resilience of society in around 160 countries worldwide.

Working at SCOR means engaging with some of the best minds in the industry – actuaries, data scientists, underwriters, risk modelers, engineers, and many others – as we work together to find solutions to pressing challenges facing societies.

As an international company, our common culture is defined by "The SCOR Way." Serving both to build momentum that drives the Group forward and as a compass to guide our actions and choices, The SCOR Way is anchored by five core values, reflecting the input of employees at all levels of the Group. We care about clients, people, and societies. We perform with integrity. We act with courage. We encourage open minds. And we thrive through collaboration.

SCOR supports inclusion and the diversity of talents, and all positions are open to people with disabilities.