Executive Coordinator, Beijing

Reports to: Manager - Executive Support (with a dotted line to the Beijing Office Director)

Based: Beijing

Duration: Permanent

Job purpose:

To provide comprehensive administrative, logistical, and operational support to the Beijing Office, ensuring the seamless execution of ISSB Board Meetings, efficient office-wide travel and IT asset management, and full compliance with local and global standards in support of the Office Director.

Principal accountabilities:

Support for Leadership

• Executive Support: Provide comprehensive administrative support to the Beijing Office Director, including complex diary management and correspondence.
• Coordination: Serve as one of the primary local contacts for IASB/ISSB Chairs, Members, Trustees, and visiting IFRS colleagues. Assist their local schedules, coordinate appointments with external stakeholders, and provide dedicated logistics.
• Hospitality Management: Organize internal and external business lunches, dinners, and social events (e.g., staff welcome/farewell events and stakeholder hospitality).
• Undertake other ad hoc projects as and when required

ISSB Board Meetings & Event Management

• ISSB Board Meeting Support: Lead the logistical execution of Beijing ISSB Board Meetings. This includes sourcing and managing external venues (hotels/conference rooms), coordinating accommodation for attendees, overseeing catering, and providing comprehensive on-site support.
• General Meetings & Events: Organize other internal or external meetings and events as assigned by the Beijing Office Director and provide relevant logistics support.

Office-Wide Travel & Logistics

• Comprehensive Travel Services: Manage end-to-end travel bookings for all Beijing office staff, including flights, hotels, trains, etc.
• Visa & Documentation: Handle visa applications and ensure all travel documentation complies with the Foundation’s travel policy.
• Agency Liaison: Coordinate with central and local travel agencies and ensure efficient booking processes.

Compliance, HR & Finance Assistance

• Regulatory & Legal Compliance: Assist with local government reporting (MoF, PSB, etc.) and ensure the office maintains its legal status and adheres to fire, health, and safety regulations.
• HR Administration: Support recruitment procedures, maintain staff attendance records, and handle general HR-related administrative tasks.
• Financial Support: Collaborate with the Finance team and accounting firm on bank account matters, financial audits, and assisting the processing of contracts/invoices.

Office Operations & Facilities Management

• Daily Operations: Oversee visitor management, mail/courier handling, and the procurement of office supplies and equipment.
• Local IT Support Liaison: Manage the office IT assets, specifically laptop maintenance. Perform basic technology tasks under the direct guidance and full support of the central IT team.
• Facilities & Vendors: Manage relationships with the landlord and service providers (maintenance, WiFi, utilities, IT support providers, etc). Ensure all common areas and meeting rooms are tidy and operational.

Experience and qualifications:

Essential

• Proficiency in English as a working language is required.
• Proven experience in office management and international co-ordination and administrative support, preferably in an NGO or multinational financial institution.
• Familiarity with key areas of operations activity.
• Enthusiasm for entrepreneurial environments; thrives in a fast-paced environment.
• Positive, flexible and proactive approach;
• High degree of integrity and professionalism with the ability to remain composed under pressure;
• Excellent attention to detail;
• Desire to provide support to others;
• Ability to work collaboratively with other teams and respond positively to constructive feedback;
• Excellent organisation skills; ability to effectively plan and manage work, respond to conflicting demands on an urgent and ad-hoc basis and prioritise workload appropriately;
• Excellent communication skills and the ability to work assertively and confidently with colleagues at all levels
• Previous experience in a similar team support role
• Proficiency in Microsoft Office suite.

Desirable

The IFRS Foundation operates under a multi-location model with offices around the world; early mornings and late nights will be required from time to time. Flexible working hours available.

Please note that while we have don't have a closing date for this application, we reserve the right to interview candidates and potentially close the role early should we find a suitable candidate.