Executive Support Role
Our organisation seeks a highly skilled and experienced Executive Assistant to provide high-level administrative support to senior executives.
This role will involve managing schedules, coordinating meetings, handling communications, and performing various office tasks to ensure the smooth operation of the executive team's office.
* Main Responsibilities:
* Manage executive(s) diary and day-to-day activities while communicating changes in a timely manner.
* Forward plan, providing monthly and quarterly views.
* Maintain operating rhythm calendar and events, such as Town Halls.
* Manage monthly communications cadence across month-end results, newsletter content, monthly business reviews, and any associated team communications.
* Produce correspondence, presentations, and reports both of a general and confidential nature.
* Manage logistics of meetings, set up rooms, book equipment, both internal & external, and coordinate agendas, minutes, and other relevant information.
* Proactively manage emails (including follow-up of sent items) by responding, actioning, or re-directing where appropriate.
* Manage incoming and outgoing communication, ensuring it is responsive, welcoming, and effective.
* Manage all travel and accommodation requirements to ensure travel is in line with company policy.
* Coordinate onsite/offsite conferences, meetings, functions, and events including travel, accommodation, catering, and venue requirements; Including end-to-end management, procurement, external vendors, communications, EH&S requirements, and initiatives to improve impact and quality of events.
* Manage activities related to purchase orders and expense reimbursement as well as coordinate enterprise-level requirements such as Risk and Compliance activities in an efficient and timely manner.
* Prepare meeting agendas on behalf of executive(s), ensuring agendas are always clear and distributed in a timely manner. Take minutes of meetings and distribute as required.
* Print and bind executive packs in a timely manner.
* Coordinate and prepare for board meetings.
Ideal Candidate Profile:
* 7 years+ administrative support, senior executive assistant, or in other secretarial position.
* Previous experience as executive assistant to a 'Senior Executive' role.
* Experience in Board management, preparation, and coordination.
* Excellent knowledge of MS Office.
* High level of competence using office equipment such as conference phones, video conference, scanners, etc.
* Sound planning and time management skills.
* High level verbal and written communications skills.
* Flexibility, initiative, proactivity, and autonomy.
* Excellent interpersonal, communication, and negotiation skills with the ability to effectively interact with all levels in the organisation.
* Discretion and confidentiality.
* Good energy levels with a can-do attitude.