Senior Executive Assistance to SVP & Office Manager

Senior Executive Assistance to SVP & Office ManagerYour main role will be to support as a Executive Assistance to the Senior Vice President, Global Service and Solutioning (GSS) based in Singapore. Your main responsibility will be to enable the GSS leadership to meet their objectives and help build a high performing team with scheduling meetings with various time zones & helping with team meeting PowerPoint consolidation, travel booking & travel related expense claims. Though your focus will be to the Senior Vice President, you will be expected to support your leader’s direct team indirectly. Acting as an extension to him in driving accountability, project completion and output with the main objective of lifting your leader out of the weeds to focus on the big picture.  The role has been designed to make the best use of his time by dealing with all administrative tasks, preparing Leadership Meetings, including chairing in absence of leader, taking actions in meetings, and driving actions to completion. You must be the sort of person that is always thinking ahead, proactive with creation of things such as management frameworks, confident in actively managing someone’s time on their behalf, (not just diary management) and confident driving your leader to be the best they can be.  In addition to the fundamentals of EA role, you will be expected to be working as office manager for Singapore, HK & Malaysia offices to support facilities related tasks . You will be responsible for the day-to-day management of the office environment and facilities. You will be expected to work closely with the real estate/project team on Capex and Opex projects, office expansion and renovation, lease termination and dilap, and new office start-up. You will lead and manage a team of facility staff in your region and oversee the delivery of contracted services by facility service providers. You will also liaise with landlords/property managers on delivery of services in connection with leased property in your region.    Job Responsibilities:Ø  Executive Assistant to a SVP and proficient in working remotelyØ  Managing outlook calendar / meetings and travel Ø  Managing key leadership stakeholders across GSS organizationØ  Proficient in IT tools- travel portal, MS officeØ  Manage multicultural environment. Ø  You will work alongside your leader to drive proactive customer engagements across his business and will facilitate with the tracking of these engagements and making sure your leader holds his team to account.Ø  This role is seen as an overall enabler that allows leadership to concentrate on running their businesses.Ø  You should be the person to reduce and take projects and tasks on as your own, bringing solutions to the table. You will be proactive and used to working in an agile and face paced environment.Ø  First point of escalation for building emergenciesØ  Maintain relationships with building/office occupants and business leaders to ensure needs and expectations are being met.Ø  Ensure building systems perform consistently in liaison with landlord, property managers, consultants, and contractors.Ø  Prepare and propose Opex projects to management and aid the real estate/project management team in the proposal and preparation of Capex projects for buildings and offices in your region.Ø  Ensure that all work associated with facilities in the regional portfolio, both preventative, corrective and any work in support of day-to-day activities, is captured in the provided CMMS. Deliver reports from the CMMS to monitor work order progress and completion, KPIs and verify validity of data captured.Ø  Creating safe and efficient working environments (Health & Safety, Fire Wardens, Building evacuation)Ø  Conduct periodic site inspections and audits with business partners, property managers, and service providers for safety, quality, service delivery performance, and adherence to Rackspace building standards and compliance to local codes and regulations.Ø  Complying with legal/government requirementsØ  Liaise with Landlords/Property Management to represent Rackspace at any tenant meetings.  An ideal candidate will have:Ø  10+ years of experience in executive Assistance & facility, proven experience in a progressive responsible facilities management role Ø  A self-starter, capable of acting on own initiative and proactively managing competing demands and pressures and able to multi-task effectively.Ø  Efficient team working with EAs regarding Leadership TeamØ  Ability to work closely with senior business leaders on business objectives and service delivery expectations.Ø  Excellent interpersonal, diplomatic, oral communication skillsØ  Must be able to work collaboratively, with a range of colleagues in the wider organisation, as well as with external stakeholders.Ø  Flexible and can-do attitude. Rackspace are flexible with Rackers who offer flexibility themselves.Ø  Experience managing a multi-site distributed office.Ø  Experience in managing Facility Service Providers and Facility Maintenance ContractsØ  General administrative support to local leadership team (calendar & email management, approvals, expenses, document support etc)Ø  Responsible for office adhering to company security, Health & Safety and other policies and procedures Ø  General  office management, office moves/ equipmentØ  Facilities management (buildings, utilities & compliance) Ø  Booking of travel and accommodation requirements for business needs Ø  Assistance with phones/callsØ  Managing couriers, post and mailing functions Ø  Maintain a safe and presentable office environment for all staff and visitors to Rackspace Ø  Responsible for procurement & management of office supplies Ø  Help organize company & team events, birthdays & anniversary recognition etc Ø  Assistance with welcoming new hires/Rookie-O and generally assisting HR Ø  Compliance with policies and procedures measured by avoidance of compliance issues Ø  General state of office and feedback from RackersOverall efficiency in turning around administrative requestsAll ordered items to be raised in Oracle and received on deliverAbout Rackspace TechnologyWe are the multicloud solutions experts. We combine our expertise with the world’s leading technologies — across applications, data and security — to deliver end-to-end solutions. We have a proven record of advising customers based on their business challenges, designing solutions that scale, building and managing those solutions, and optimizing returns into the future. Named a best place to work, year after year according to Fortune, Forbes and Glassdoor, we attract and develop world-class talent. Join us on our mission to embrace technology, empower customers and deliver the future.  More on Rackspace TechnologyThough we’re all different, Rackers thrive through our connection to a central goal: to be a valued member of a winning team on an inspiring mission. We bring our whole selves to work every day. And we embrace the notion that unique perspectives fuel innovation and enable us to best serve our customers and communities around the globe. We welcome you to apply today and want you to know that we are committed to offering equal employment opportunity without regard to age, color, disability, gender reassignment or identity or expression, genetic information, marital or civil partner status, pregnancy or maternity status, military or veteran status, nationality, ethnic or national origin, race, religion or belief, sexual orientation, or any legally protected characteristic. If you have a disability or special need that requires accommodation, please let us know.