Executive Assistant

Executive Assistant

Reporting to: COO & Corporate Services Manager APAC

What You’ll Do (The Role)

Summary
You will provide comprehensive administrative, organisational, and office support to the Chief Operating Officer (COO) APAC at Lightsource bp. Your role will be pivotal in ensuring the Australia and New Zealand offices operate smoothly, supporting leadership initiatives, and driving key events and projects across the region.

Key Duties and Responsibilities

• Manage the diary, appointments, and travel arrangements proactively for the COO APAC ensuring priorities are aligned. Manage confidential documentation, including preparing and reconciliation of expenses.
• Support the APAC Leadership Team through meeting governance, strategic planning sessions, leadership offsites and executive forums
• Coordinate and deliver regional leadership events, offsites, employee engagement initiatives, town halls and corporate functions, including budget management, logistics and supplier coordination
• Support the COO in prioritising workload and preparing materials for key meetings and engagements. Coordinate and organise events and conferences, including liaising with Marketing for speaking slots
• Lead workplace operations across Australia and New Zealand , including facilities management, workplace experience, office projects, seating plans, office moves and business continuity requirements. Act as the first point of contact for visitors (Sydney office), creating a professional experience.
• Manage relationships with landlords, building management, workplace vendors, office suppliers, cleaners and service providers to ensure efficient and cost-effective office operations.
• Own travel governance and compliance across Australia and New Zealand, ensuring adherence to company travel policies, approval processes, and cost management objectives
• Manage relationships with travel management companies, airlines, hotels and corporate travel providers, identifying opportunities for process improvement and cost savings
• Manage office operational budgets and monitor expenditure relating to workplace services, travel, events and office facilities
• Support office workplace health, safety and security initiatives, coordinating compliance requirements, emergency preparedness activities
• Support onboarding and offboarding activities, ensuring a positive employee and visitor experience across Australia and New Zealand offices
• Collaborate closely with the global Executive Assistant team to ensure seamless operation of APAC region

Who We’re Looking For

Knowledge & Experience

• Proven experience as an Executive Assistant supporting senior executives
• Experience supporting travel and events management
• Experience managing office operations, facilities, workplace services and vendor relationships across multiple locations.
• Demonstrated experience coordinating leadership events, executive offsites and cross-functional projects.
• Experience managing budgets, supplier contracts and operational expenditure

Skills & Personal Qualities

• Absolute discretion and trustworthiness when handling confidential information, flexible and adaptable, with willingness to support outside standard working hours when required by the COO
• A proactive thought partner who can juggle multiple perspectives and help achieve the best outcomes for leadership
• Excellent verbal and written communication skills
• Autonomous, proactive, and driven with strong organisational capabilities
• Solution-oriented with the ability to prioritise workload under pressure
• Positive mindset with the ability to contribute positively to team culture and collaboration
• Strong stakeholder management skills with the ability to build trusted relationships across all levels of the organisation
• Commercially minded with strong problem-solving skills and a focus on continuous improvement and operational efficiency
• Highly organised with the ability to manage multiple competing priorities, projects and deadlines across a fast-paced regional environment

Why you’ll want to work for us

Our company is a place where you can be yourself and grow, a place where your ideas and opinions matter.

Be you: We pride ourselves on being an inclusive community, where every individual is valued and treated with respect.

Be responsible: Our culture is driven by our core values – from operating safely to ensuring our projects are responsible. 

Be recognized: Alongside a competitive salary, we offer a variety of benefits including annual bonus, retention bank, health insurance, pension and other local benefits.

Be inspired: Beyond your day-to-day working life at Lightsource bp, there’s a variety of initiatives that will contribute to your own personal development. These include our charitable causes, supporting our solar honey project, or volunteering on our VIBES committee to name a few.

Our core values: Lightsource bp truly cares about creating a sustainable future through safe, responsible and meaningful low carbon energy projects. Our core values of Safety, Integrity, Respect, Sustainability and Drive are the guiding principles for everything we do. 

For further information on our career opportunities and life at Lightsource bp, please visit https://www.lightsourcebp.com/careers/

Why you’ll want to stay with us

At Lightsource bp, you’ll work within agile, cross-functional teams where diverse perspectives come together. Our culture embraces open knowledge sharing and collaboration, empowering you to learn from others and accelerate progress collectively.

Your career growth is our priority and a shared journey. We are committed to developing talent from within and prepare you for career advancement so you can shape a fulfilling and lasting journey here.

In today’s fast-changing world, a learning mindset is essential and therefore we proactively support upskilling to help you push your skill boundaries and stay ahead in your field, so you can not only keep pace with change but confidently shape a brighter future.