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Executive Assistant

Job Dates:
Location:
map Canberra - Head Office
Description

The Executive Assistant assumes ultimate responsibility for providing support and ensuring the efficient operation of the function and activities of the Executive office that includes proper coordination of all business activities managed by the Executive Chairman (EC) and Chief Executive Officer (CEO) and external personal activities on behalf of the EC as required.

The successful candidate key responsibilities will include:

  • Undertakes designated administrative duties including but not limited to, day to day communications (phone, mail), invoice approvals, coordinating internal requests for time and information, email, calendar and diary management.
  • Coordination of all business activities such as requests for sponsorships or business meetings and follow up on potential business growth opportunities.
  • Maintain a database of all internal and external contacts of the EC and CEO.
  • Collect and maintain information for reporting purposes to comply with Government requirements.
  • Attends to matters requiring attention, or refers them to the appropriate authority within the company.
  • Attends to the business and personal travel arrangements and appointments which includes errands, courier VIPs to airports, hotels or functions, making reservations or bookings for the Executive Office.
  • Arrange meetings and conference events as required, including board meetings, by preparing agendas, creation of presentations and material, taking and compiling minutes, prepare board papers, arranging venue, catering and any other requirements
  • Organise events on behalf of the Executive Office including sourcing and organising venue, invitations, guests lists, RSVPs, run sheets, sourcing suppliers, room layout, catering, payment to suppliers.
  • Collate and manage financial information such as budgets for events and/or financial or marketing analysis.

 

Experience, qualifications and documentation required: 
  • Demonstrated experience providing high level administration support to Senior Executives in a complex/global organisation for a minimum of 5 years.
  • Excellent written and verbal communication skills. 
  • Skilled at developing and maintaining working relationships with both internal and external stakeholders.
  • Ability to act with discretion and sensitivity and maintain confidentiality.
  • High-level knowledge of Microsoft Office and internet-based programs
  • Demonstrated accuracy and attention to detail when undertaking a variety of tasks.
  • Capability to take initiative and demonstrate integrity that is appropriate to different situations and tasks.
  • High level of personal drive and energy.
  • Ability to work well under pressure.
  • Strong organisational skills, including the ability to prioritise workload and meet deadlines.
  • Ability to implement corporate policies and procedures into everyday business activities.
  • Ability to occasionally manage small teams to achieve desired outcomes.
  • Willingness to work out of hours if required

 

Contact Information: 

 For a confidential discussion about this role please contact Melissa Broers on (02) 6203 9500

 

Sector: 

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Please note: Further credentialling information may be required on shortlisting.

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