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.

About us

At the IFRS Foundation, we believe better information leads to better decisions. We set financial reporting standards that enable companies to meet the evolving information needs of the global capital markets. United by our purpose to foster trust, growth and long-term financial stability in the global economy, we engage in challenging, meaningful work every day—across all our areas of expertise.

If you share our passion for this mission, we want to hear from you.

Diverse perspectives. International expertise.

Working for our global organisation offers many benefits, including:

• rewarding work that serves the public interest;
• engagement with diverse international experts;
• inclusive and collaborative teams;
• intellectually challenging projects;
• flexible working arrangements;
• numerous areas of specialisation; and
• opportunities for professional growth and development.

Diversity and inclusion are seen as key strengths of our organisation. These qualities are essential for us to engage with and meet the needs of our varied global stakeholders, and they are part of what makes the IFRS Foundation a great place to work.

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