Office Manager / Assistant to Exec Team

Company Description

In 1987, Red Bull not only launched a completely new product, it created and ever since has led a whole new product category, Energy Drinks. Today Red Bull employs more than 19,000 people in 178 countries, selling over 12 billion cans a year. The World of Red Bull gives you the opportunity to use your talents and passion, to develop yourself and make an impact.

The “Defensive Line” (Office Manager / Asst) is a multifaceted role that touches almost every part of the business.  You will be our first line of contact with consumer requests and customer enquiries.  You will take ownership of the Ponsonby based office and run it like a slick Formula One Pit garage.  Everything in it’s place, always looking professional and everything the team need to keep winning.  You will also support the GM and the NZ leadership team with meeting and event planning, and performing additional exec support tasks as needed.

Job Description

GM SUPPORT

• Provide administration support to the General Manager
• Efficiently process assigned tasks (i.e. meeting schedules & minute taking, email & calendar management, travel bookings, coding and approvals, contract preparation).
• Manage related budget and associated finance administration, including creation of purchase orders and processing and coding of invoices related to office costs
• Assist with expenses
• Organise LT events (breakaways, offsite meetings, team building)
• Any other tasks or duties maybe added due to business requirements and where capacity allows.

LEADERSHIP TEAM SUPPORT

• Assist with team breakaways when needed
• Provide assistance with travel, administrative and ad hoc tasks
• Manage office calendar. Lead, plan and execute initiatives for regular whole business meetings and celebrations. Ensure key monthly and yearly business planning deadlines are met and scheduled meetings are diarised
• HR – recruitment, payroll

FACILITIES AND OFFICE MANAGEMENT

• Manage all office suppliers, including cleaning services, maintenance, hygiene, security etc.
• Ensure a clean, safe & professional office environment at all times
• Coordinate & manage office car parking – ensure garage area is clean and tidy
• Manage security access. Ensuring access to the carpark, office and warehouse is kept up to date
• Manage and record employee stock allowances
• Doorbird/phone/post/couriers for wider business
• Ensure kitchen is stocked with key essentials & kept clean & tidy
• Order business cards & stationery
• Manage consumer request mailbox
• Organise company wide events
• First line of contact for consumer and customer enquiries

HEALTH AND SAFETY

• Ensure that the offices are compliant with all Health & Safety regulations.
• Fulfil the requirements of Fire Warden & coordinate regular fire safety reviews & maintenance of extinguishers & fire alarm systems.
• Protect yourself, other employees, and visitors from unsafe situations by carrying out your duties in a safe, healthy and responsible manner, in accordance with legislative requirements, and by monitoring the safeness of the workplace.
• Actively encourage safe and healthy behaviour from work colleagues.
• Report incidents, including near misses, whether or not these incidents involve injury.
• Participate in training and practicing safe work methods including the proper use of health and safety equipment.
• Participate in, and support, any changes to the Red Bull NZ Health & Safety Management System
• Participate in injury management.
• Be an active member of the Health & Safety committee. Taking ownership of relevant office based Health & Safety initiatives.

Qualifications

• Previous experience in providing administration support and general office management
• Skilled in minute taking
• Event management experience
• Budget management experience would be beneficial
• Makes things happen, through attention to detail, ability to multi-task and working well under pressure
• Highly professional, including excellent judgment and high discretion
• Confidence in dealing with a diverse range of people
• Pragmatic, helpful and solution focused
• Computer literacy in all Microsoft Office software applications
• Attributes displayed would include: creativity, professionalism, proactivity, high energy, bright, socially savvy, passionate, focused, responsible and committed to excellence

Additional Information

You warrant that:
• You have read and understand the Privacy Statement and the Red Bull New Zealand Privacy Policy.
• You are qualified to work in New Zealand and understand that Red Bull New Zealand may require you to provide evidence of this to comply with its obligations under the Immigration Act 2009.
• All the information you have submitted to Red Bull New Zealand Ltd (including via this application and any attachments) is true, accurate and complete. You understand that if any information you have provided is false or misleading we may reject your application, review any employment offer made to you and potentially dismiss you from any employment with Red Bull New Zealand Ltd.