Executive Assistant PS&D MinAm | BHP Chile

About the Role

In the Portfolio, Strategy & Development division of BHP in Minerals Americas region, we are in search of a proficient Team Administrator or Executive Assistant to provide dedicated support to the PS&D Leadership and broader team based in Santiago.

Key responsibilities for this role include:

Team & Stakeholder Engagement 

• Build collaborative relationships within the team, with peers, and internal/external stakeholders. 
• Identify, engage, and manage a range of diverse stakeholders. 
• Host visiting international employees and stakeholders. 
• Support team with visitor reception and meeting arrangements in Santiago and abroad. 
• Lead team planning and coordinate multi-stakeholder engagements.

Administrative & Operational Support 

• Manage daily calendars, meetings, and events, optimizing scheduling challenges. 
• Arrange national/international travel, accommodation, and logistics. 
• Organize events, workshops, and training sessions, including room bookings, catering, and IT support. 
• Support leadership with general team management activities (e.g., tracking trips, training, compliance, stakeholder mapping, meeting minutes, archives, expenses). 
• Take responsibility for office management, including coordination with IT, building services, and vendors.

Confidentiality & Records Management 

• Establish and maintain confidential records, correspondence, contact lists, and documentation. 
• Manage sensitive matters related to the PS&D Minerals Americas team with discretion.

Systems, Tools & Reporting 

• Use software (Outlook, Word, Excel, PowerPoint) and company systems to prepare presentations, reports, and information requests. 
• Manage internal systems, vendors, consultants, purchase orders, and project account creation. 
• Control project and team budgets, track general costs, and support cost reporting.
• Support vendor/customer selection, contracts, and performance to optimize outcomes and mitigate risk.

Leadership & Strategic Support 

• Lead BOS implementation and support leadership in developing tools, routines, and tracking systems. 
• Support development and execution of work plans, administrative functions, and communications. 
• Apply and evaluate change management tools, methods, and strategic direction. 
• Develop and communicate insights to guide data-driven decision-making. 
• Source information, plan, and conduct analyses to support evidence-based decisions. 
• Use time management skills to meet leadership deadlines and thrive in a dynamic environment. 
• Maintain effective communication networks internally and externally. 
• Draft and prepare internal announcements, leadership meetings, and team-related event.

About You

You are a highly organized and proactive professional with a strong commitment to excellence and confidentiality. You bring:

• Exceptional attention to detail and accuracy in handling sensitive and confidential information. 
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with SAP (POs/PRs). 
• Strong organizational and time management skills, with the ability to deal with complexity and unstructured environment, prioritize tasks, manage multiple deadlines, and work independently in dynamic environments. 
• Effective communication skills across all levels, supported by advanced English fluency and strong interpersonal capabilities. 
• Proven experience as an executive assistant, having supported senior leadership with autonomy, discretion, and reliability. 
• Project management and budgeting expertise, including cost tracking and vendor coordination. 
• A collaborative mindset, leveraging internal and global networks to drive results and simplify processes. 
• A strategic and analytical approach, using data-driven insights to support decision-making and continuous improvement. 
• A passion for digital enablement, advocating for tools and technologies that enhance collaboration and streamline operations. 
• Completed technical or higher education, with a strong foundation in administrative and operational excellence. 
• Resilience and initiative, with a talent for engaging diverse stakeholders and navigating complex challenges with professionalism and poise.