Executive Assistant & Office Manager

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.

Key duties and responsibilities

• 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.

• 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

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

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
• Disciplined and reliable