Executive Assistant

Title: Executive Assistant
Function: CFO
Location: Bengaluru

Why this role exists:

The Executive Assistant & Office Manager provides comprehensive administrative, operational, and executive support to ensure the efficient running of the Bengaluru site and high-level support across the executive leadership group. The role supports the General Manager - Technology, Data & AI and acts as a key liaison across leadership teams, team members, and external partners to maintain effective site rhythm and administrative governance.

It plays an important part in fostering an engaging, safe, and productive environment, helping Officeworks to deliver cross-border team cohesion, and high-quality administrative foundations across the Bengaluru site operations in partnership with Property & Facilities, the People team, and vendors.

Where you will make a difference:

In this role you will:

Executive Support:

Provide high-level, multi-stakeholder administrative support to executive leaders concurrently, including Australia-based leaders as required.

Oversee diary management, multi-zone meeting coordination, and extensive itinerary planning across international borders.

Prepare, coordinate, and review executive communications, presentations, and meeting agendas, and pre-reading materials to facilitate high-level strategic conversations.

Act as a primary point of contact in managing and prioritising internal and external queries efficiently for the entire Bengaluru site.

Support the Site Leader in managing site governance, operating rhythms, and operational priorities.

Coordinate Site Leadership team meetings and GCC governance forums.

Travel & Expense Management:

Coordinate end-to-end travel logistics, accommodation, visa invitation letters, and entry documentation for domestic and international travel, specifically supporting Australia-based team members visiting the Bengaluru site.

Process, reconcile, and monitor executive expenses, corporate cards, and travel requests in line with Officeworks policies and approval thresholds.

Liaise with corporate travel providers to optimise itinerary arrangements and ensure cost-effective, policy-compliant travel execution and preparation of appropriate visa requirements for travelling team members.

Office & Facilities Management:

Oversee the day-to-day operations of the Bengaluru site, ensuring a safe, clean, and fully functional workspace.

Coordinate maintenance, manage office supplies, and partner with local building management to resolve facility issues promptly.

Monitor and manage local office expenditures, processing invoices and reconciling financial documentation in line with standard operating procedures.

Coordinate logistics for leadership visits, vendor meetings, customer visits, and compliance reviews.

Partner with Property & Facilities, People, and Technology teams to support seamless facilitiy operations.

Workplace Experience & Culture:

Champion local workplace experience initiatives, coordinating site events, cross-functional team-building activities, and recognition programs.

Maintain a welcoming environment for team members, visitors, and vendors, ensuring seamless site onboarding experiences for new hires.

Support local engagement strategies to build an inclusive, collaborative culture aligned with Officeworks values.

Support local onboarding experiences for new team members and visiting leaders.

Coordinate logistical delivery for town halls, all hands meetings, and local site communications.

Process & Governance:

Administer and maintain accurate local records, compliance documentation, and health and safety registers.

Continuously identify opportunities to optimise administrative workflows, local operational processes, and cross-border communication routines.

Ensure local office practices adhere to broader corporate guidelines, delegation of authority limits, and compliance standards.

Who you will be working with:

Internal Partners: Partner closely with supported leaders, including the General Manager - Technology, Data & AI, and the local Bengaluru leadership team to support daily operational priorities.

Executive Support Network: Work closely with the Executive Assistant team in Australia to ensure aligned scheduling, seamless executive support, and consistent corporate administrative standards.

Internal Support Teams: Collaborate with broader Property & Facilities, People, Technology, and Finance teams to ensure seamless local office operations.

External Partners: Manage relationships with local vendors, corporate travel management partners, building management, and immigration/visa agencies for site and travel needs.

What success looks like:

Executive Efficiency: Schedules, travel, and administrative requirements across supported leaders are managed proactively, ensuring optimal time management and seamless daily workflows.

Travel & Event Precision: Domestic and international travel logistics, visa invitation documentation, and visitor agendas for Australian team members are executed smoothly and in full compliance with corporate policy.

Operational Excellence: The Bengaluru site operates smoothly, safely, and efficiently, with office supply and facility issues resolved promptly.

Process Compliance: All office administrative, safety, travel, and financial records are maintained accurately and in strict compliance with company policies.

Demonstrates behaviours aligned to Officeworks values, contributing to a respectful, inclusive and high-performing culture.

How you will lead:

Individual Contributor:

Lives our Officeworks values and behaviours

Proactively contributes to a safe working environment, escalates appropriately if there are unsafe conditions or inappropriate behaviour

Operates in line with applicable Officeworks company policies and Code of Conduct

Demonstrates a strong sense of personal accountability and curiosity to learn and develop

Contributes to an inclusive and respectful environment where diverse perspectives are valued and everyone feels safe to speak up and belong

Our Values:

Our values shape the way we work, our behaviours and how we interact with each other, our customers, suppliers and communities.

We begin with customer:

We start with our customer needs in every decision.

We offer simple, helpful and affordable solutions.

We listen, learn and continuously improve.

We do the right thing:

We lead with integrity and care for our team communities and planet.

We work together safely and treat everyone with respect, inclusion, and trust.

We collaborate across teams and think Officeworks-wide.

We execute with accountability:

We are accountable for our decisions, actions, results, and mistakes.

We stay across the details and focus on delivering what matters.

We move with pace and agility to deliver outcomes.

We lead with ambition:

We set bold ambitions that help us to win and transform.

We are courageous with new ideas.

We focus on transformation, not incremental steps.

Qualifications and work experience:

Essential:

Education: Tertiary qualification or equivalent certification in Business Administration, Management, or a related field.

Experience: Minimum of 5 years in combined Executive Assistant and Office Management roles supporting multi-leader groups within a fast-paced corporate or multinational environment.

Travel & Logistics Management: Demonstrated experience coordinating complex domestic/international travel logistics, visa documentation, invitation letters, and executive expense reconciliations.

Stakeholder Collaboration: Proven experience collaborating across time zones and partnering with executive support networks/EAs across international offices.

Organisation & Planning: Exceptional organisational skills with a proven track record of managing complex multi-calendar schedules and competing priorities effectively.

Communication Skills: Highly developed written and verbal communication skills, with the ability to engage stakeholders at all levels of the business professionally.

Systems Proficiency: High proficiency in standard office applications (e.g., Microsoft Office 365, Teams) and experience processing operational documentation or basic financial reconciliations.

Preferred:

Industry Context: Experience supporting executive teams within a Global Capability Centre (GCC), technology division, or retail organisation.

Cultural & Workplace Advocacy: Experience coordinating workplace culture initiatives, corporate events, or employee engagement programs within a global matrix organisation.