Office Manager & EA

Job Description

Every great story has a new beginning, and yours starts here.

Welcome to Warner Bros. Discovery… the stuff dreams are made of.

Who We Are…

When we say, ''the stuff dreams are made of,'' we're not just referring to the world of wizards, dragons and superheroes, or even to the wonders of Planet Earth. Behind WBD's vast portfolio of iconic content and beloved brands, are the storytellers bringing our characters to life, the creators bringing them to your living rooms and the dreamers creating what's next…

From brilliant creatives, to technology trailblazers, across the globe, WBD offers career defining opportunities, thoughtfully curated benefits, and the tools to explore and grow into your best selves. Here you are supported, here you are celebrated, here you can thrive.

Your New Role…
Office management (50%): The Facilities Coordinator is responsible for providing day-to-day operations of a Company facility in Korea, ensuring that all facilities systems and services operate effectively and efficiently and all space needs are met. The Facilities Coordinator will work with the Facilities Manager to support the long-term strategic property goals and requirements of the business creating a work environment that is designed to meet the needs of our employees.

EA (50%): As an Executive Assistant, manages the office of the General Manager (GM) and provides an appropriate ambassadorial role in support of her. Proactively builds a positive image for the office and fosters strong relationships with the Korea staff, the corporate teams, the other market clusters and the bigger WBD organization. In addition, manages special projects as assigned by the GM. Also ensures the smooth running of the Seoul office in collaboration with all relevant parties and handles all travel bookings for the Korea staff.

Your Role Accountabilities…
Office Manager:

1) Office Management & Administration
• Day-to-day delivery of facilities operations for company facility in Korea, including but not limited to mail delivery, reception coverage, stocking and organization of pantry/copy room, manage recycling program, processing of facility work orders/service requests
• Serve as a point of contact and receive deliveries relating to Facilities & Admin and other deliveries arranged by another department
• Processing and coding of invoices, purchase orders, etc.
• Maintain an up-to-date list on all vendors and contracts

2) Vendor Management
• Schedule planned maintenance and oversee vendors on site for all facilities & operations matters
• Monitor and renew contracts upon expiry
• Assist the Facilities Manager and procurement team in tendering for new vendors

3) Health and Environment Safety
• Promote a safe and secure working environment for Company staff and guests; assist and coordinate in all things related to Health & Safety procedures; administer in-house security system including master key records and distribution and monitoring of employee access cards
• Additional task during COVID19 period – Procurement of mask and other PPE's, registration of safe entry, distribute mask and other required PPE's to staff, order and display signages around the office, assigned as safe management officer
• Act as one of the primary points of contact for security and emergency response
• Liaise with International Security & Crisis Management to enable security policy compliance
• Testing and management of local security systems and contracts

4) Project Management
• Assist in all facilities projects, including employee moves and furniture projects, (preparing project scope of work, updating auto-cad drawings, obtaining quotations for tender bidding, etc.)

5) Stakeholder Management & Communications
• Develop and build strong relationships with key business leaders, corporate facilities, the real estate team as well as landlord to ensure that the facilities needs from the business are met timely and effectively and within set budgets
• Work alongside with building management and landlord in all facilities and compliance matters
• Conduct on-boarding orientation for new hires and assist in logistics (access-card, registering, locker assignment, seat allocation, etc.)
• Ensure high employee/customer satisfaction and engagement
• Communicate facilities related information effectively to employees (e.g. notice on fire drill, power failure etc.)

Executive Assistant:

1) To act as the main point of contact for the GM & the GM's eyes and ears in the organization
• In particular, to manage the interface with key executives within Korea, APAC and the larger WBD organization
• Proactively play a role in managing the morale of the team and helping the GM to shift the culture from a traditional media company towards that of a millennial multi-platform content business

2) Support the GM with meetings and activities
• Suggest and prepare agendas
• Take minutes where appropriate
• Advise on meeting format and logistics
• Manage activities around offsite meetings as well as selected events (in partnership with relevant teams)
• Coordinates with Product and Sales Departments to ensure GM attends and participates in major business events for the company

3) Manage diary and travel schedule
• Make travel, transport & hotel arrangements and arrange travel itineraries and prganise expenses
• Provide relevant documentation in preparation for meetings

4) Manage the information and documentation that comes through the office
• Answer telephone and screen calls, route callers, take detailed messages, respond to internal and external enquiries, and provide information within scope of authority
• Manage the flow of contracts and expenditures that come for the GM's signature
• Maintain appropriate filing system

5) Manage travel and accommodation for all Korea staff
• Book travel and accommodation using approved travel agencies and in compliance with company policies and guidelines
• Liaise with travel agents, airlines and hotel reps. for corporate rates.
Others
• Manage the budget of the GM office: process and record expenses
• Assist GM in the communication with major government authorities and business partners

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Qualifications & Experience…
• Minimum 2 years' experience in a fast-paced customer facing environment or office/administrative management
• Solid knowledge of Microsoft Office, mobile technology and social media
• Proficiency in Korean and English (verbal, reading and writing)
• Communication Skills: able to communicate with various stakeholders across all levels
• Diploma or degree holder
• Good attitude, team building
• Loves people and building communities. Sees the opportunity to support the GM in building a strong and happy culture. Supports the changes needed to migrate from a classic media organization towards a millennial multi-platform content business. Communicates well and has a confident personal style.
• Loves a dynamic office. Level headed and good under pressure. Always discreet and professional.
• Loves making a difference and plays to win. Enjoys learning fast – always up with the latest office management tools/equipment. Anticipates needs and issues and does not wait for the GM to instruct. Handles multiple things at the same time. Willing to work flexible hours.
• Loves digital media
• Positive, proactive and professional approach to delivery.
• Understanding and application of business principles,

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Jobcode: Reference SBJ-gk5z8q-18-221-129-19-42 in your application.