Executive Assistant & Document Control Lead

Company Description

For over 100 years, BlueScope continues to build on our reputation of quality brands and products, leading technology and a customer-first spirit. Through our global brands, we are one of the largest manufacturers of building solutions in the world. Our diverse, bright and inspired workforce is committed to bettering the communities we serve through breakthrough thinking and innovations. Your goals, ideas and perspective can help shape our future – we look forward to hearing them!

Job Description

The Executive Assistant, BNA central functions provides general administrative and operational support to a number of the functional leaders in the BlueScope North America Leadership Team (NALT), currently the VP People, VP Digital & IT and VP Finance. You will support with administrative tasks including reports and presentations, and coordinating meetings, travel, expenses and other activities required by the NALT members you support or their department. In addition, the Executive Assistant takes a lead on the document control activities required to maintain the policy, procedures and associated documents contained within the BNA SharePoint site.

Administrative & operational support activities:
The Executive Assistant reports directly to the VP People BNA, but provides support to the VP Digital & IT BNA and additional NALT members on various BNA projects, reporting, and initiatives. There may be requirements to support other business unit’s Executive Assistant’s as needed. Your responsibilities include:

• Manage schedules and arrange appointments, travel, events, conferences and meetings, virtual meetings, etc.
• Manage expense reports and tracking.
• Work with all levels of the organization to collect and compile information for inclusion in reports, presentation materials, and projects.
• Create presentations including charts, graphs, or tables as necessary.
• Maintain office supply inventory and coordinate office equipment needs.
• Communicate and coordinate activities between departments and outside parties.
• Maintain filing systems (electronic & hard copy) relevant to the department
• Coordinate receipt and shipment of mail and other items.

Document Control activities:
As part of your Executive Assistant remit, you will also be responsible for document control of the policies, procedures and associated documents published in the BNA SharePoint site. You will work with all departments across BNA that require documents to be contained in the BNA SharePoint site to make sure that all documents are in the appropriate format, have authorizations and are tracked for their validity/retention and that the document storage complies with laws and regulations outlined in the BlueScope Records Management Policy. It is estimated that 40% of your time will be allocated to the upkeep of the BNA SharePoint site, with additional time required in the beginning to establish a system and educate all stakeholders.

• Maintain the policies, procedures and associated documents contained within the BNA SharePoint site.
• Monitor the currency of documents and distribute documents as needed for the document owners authorizations for renewal, updating or removal.
• Ensure all documents are maintained according to BlueScope’s Record Management Policy & associated company procedures
• Review and update documents for maintenance and quality control and alignment to the relevant BlueScope branding / templates
• Keep stakeholders updated on new document versions and how to obtain access
• Handle records across various departments
• Establish and maintain record retention timelines
• While most documents will be publicly accessible, there may be sensitive documents that require confidentiality or limited access. You will work to develop and maintain the appropriate security protocols for those documents.

Projects/other duties:
It is anticipated that as Executive Assistant, you will be involved from time to time in activities that utilize your skills to provides support or undertake projects across BNA central functions. 

Qualifications

Minimum:

• High School diploma or equivalent
• 3 years of administrative experience

Preferred:

• Associates degree
• 5+ years of administrative experience

Skills & Competencies:

• Proficiency with Microsoft Word, Excel, and PowerPoint
• Communication verbal and written
• Organization skills
• Time management
• Planning and prioritizing skills
• Customer focus
• Team oriented
• Attention to detail
• Positive attitude
• Ability to maintain confidentiality
• Microsoft Outlook

Additional Information

The preceding job responsibilities and tasks were designed to indicate the general nature and level of work performed by associates in this job. It is not designed to contain or be interpreted as a comprehensive inventory of all job duties and responsibilities required of associates assigned to this job. Associates may be required to perform other duties as assigned. Additional job competencies, individual goals, and performance measurements are set at the department level.

The benefits are just as rewarding as the work at BlueScope. To support our goal, we offer a total compensation plan and an outstanding benefits package that includes health insurance, life insurance, short and long term disability, paid time off, and retirement. 

EEO Employer/M/F/Disabled/Protected Veteran

BlueScope is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status, as a protected veteran, among other things, or status as a qualified individual with disability. 

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