Executive Assistant
**1. Executive Assistant to the Supply Chain Director and General Counsel of Australia and New Zealand.**
Provide an accurate and efficient level of administration support to the Supply Chain Director and General Counsel of Australia and New Zealand. Supporting high-profile requests whilst ensuring decisions, meetings and information is prioritised, progressed and received across the multiple disciplines of the business.
**Responsibilities**:
- Diary coordination
- Weekly meetings with the Supply Chain Director and General Counsel to discuss the upcoming meetings and completion of tasks.
- Screening calls and responding to enquiries in a timely manner
- Organising agendas for international visitors
- Coordinating complex meetings across multiple time zones
- Arranging meeting rooms, video conferences and conference calls
- Expense reports
- Purchase requisitions
- Preparing/coordinating key meetings with various people across the business
- Filing
- Exercising appropriate discretion with confidential and sensitive information
- Maintaining an effective follow-up system to ensure deadlines and work commitments is met
- Other projects as requested
**2. Administration Support to the Supply Chain and Legal Team**
Provide an accurate and effective level of administration support to the Supply Chain and Legal Teams.
**Responsibilities**:
- Arranging meetings
- Arranging meeting rooms, video conferences and conference calls
- Ordering stationery and other supplies.
- Ordering catering
- Coordinating monthly staff product orders
- Raising purchase requisitions
- SAP invoice approval
- Organisational Charts for Australia and New Zealand
- Ordering business cards and desk name plates
- Filing
- Post
- Organising travel and accommodation
- CSL and Stock Inventory Reports
- Other ad hoc duties
Provide central reference and resource for all KCA American Express matters.
**Responsibilities**:
- Set up new American Express members in SAP
- Provide database maintenance
- Be key KCA contact for American Express
**4. Travel Bookings**
Booking and coordination of all travel arrangements for the Supply Chain Director and General Counsel of Australia and New Zealand and Supply Chain and Legal teams.
Booking travel online and /or through our travel provider for both domestic and international requirements.
Providing each traveller with sufficient and appropriate information including all approval documentation for expense purposes.
Arranging travel visas, if necessary.
**Responsibility**:
- To ensure each member is fully aware of all travel arrangements and has been provided with all relevant documentation.
**_ Person Specification _**(**_Skills, qualifications, experience and personal attributes)_**
**Essential**:_Mandatory to ensure the job is done effectively and efficiently_
- Strong planning and organisational skills
- Accuracy and attention to detail
- Initiative and problem solving abilities
- Effective communication skills
- Advance level of skill with MS Word, Excel, Outlook, Powerpoint
- Experience in managing travel bookings
**_ One-KC Behaviours_**
**Build Trust**:
Communication
**Make Decisions**:
Planning and Organising
**Win Consistently**:
Taking Ownership
**Think Customer**:
Building Customer relationships Initiating Action
**Continuously Improve**:
Building effective work relationships Adaptability
**Build Talent**:
Continuous Learning
**Global VISA and Relocation Specifications**:
**Primary Location**: North Sydney Office
**Additional Locations**:
**Worker Type**: Employee
**Worker Sub-Type**: Regular
**Time Type**: Full time