Executive Assistant to Vice President (VP) South East Asia (SEA) & Quality Coordinator

Are you a highly organized, detail-oriented individual with exceptional communication skills?  Do you excel in managing multiple tasks simultaneously?  If so, we have the perfect opportunity for you!  We are seeking a talented Executive Assistant to support our Vice President SEA - Marine & Offshore division, in the daily operations.  There is no gender preference for this role.

Role Overview: As the Executive Assistant to the VP SEA, you will play a pivotal role in ensuring the efficient functioning of the executive office.  You will be responsible for managing the VP’s schedule, coordinating meetings and travel arrangements, handling correspondence, and providing executive support as needed.  This role requires impeccable organizational skills, strong attention to detail, and the ability to maintain confidentiality.  

Functional Competencies

1. Manage calendar scheduling, including prioritizing and coordinating meetings and appointments across time zones.
2. Ensure timely scheduling of recurring meetings with all direct reports of the VP SEA.
3. Coordinate travel logistics, including flights, accommodations, and meeting arrangements; proactively manage changes, cancellations, and rescheduling.
4. Prepare and submit accurate travel expense reports and follow up on reimbursements in a timely manner.
5. Provide a broad range of administrative, executive, and personal support, including drafting correspondence, agendas, reports and maintaining organized filing systems and other key materials.
6. Collect, analyze, and compile data for inclusion in periodic and ad hoc reports.
7. Handle confidential information with discretion, whether received via email, phone, or in person.
8. Liaise with internal and external stakeholders to coordinate meetings, events, and office/site activities.
9. Support the VP SEA with ad hoc administrative tasks and special projects as needed.
10. Coordinate and monitor quality-related initiatives and documentation across SEA operations, ensuring alignment with corporate standards and compliance requirements.
11. Assist in the preparation and follow-up of internal audits, quality reviews, and continuous improvement projects.
12. Maintain and update quality records, reports, and dashboards in collaboration with relevant departments.

Requirements

1. Proven experience as an Executive Assistant.
2. Diploma or higher qualification, or an equivalent combination of education and experience.
3. Demonstrated professionalism and ability to work effectively within a collaborative, high-performing team.
4. High level of discretion and trustworthiness in handling confidential information.
5. Strong organizational skills with the ability to multitask and adapt in a fast-paced environment.
6. Self-motivated and proactive, with the ability to work independently and with minimal supervision.
7. Excellent time management and prioritization skills.
8. Strong interpersonal skills with the ability to foster a collaborative culture across teams.
9. Strategic thinker with analytical skills and a problem-solving mindset.
10. Proven ability to build and maintain strong internal and external relationships.
11. Experience in planning and executing events.
12. Proficiency in Microsoft Office 365 and SharePoint; willingness to learn new tools and technologies.
13. Familiarity with quality management systems (QMS), audit processes, and continuous improvement methodologies is a plus.  We offer on-the-job training to develop those without QMS experience, the necessary skills to succeed in the role.

Why join us:

Opportunity to work closely with senior leadership and contribute to the success of a growing company.Competitive salary and benefits package, and opportunities for personal and career development.Dynamic and supportive work environment that values diversity, equity, open and inclusiveness.Career advancement opportunities for high-performing individuals who demonstrate initiative and dedication.Bureau Veritas is an equal opportunity employer and is committed to diversity and inclusion in the workplace.  All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.