Executive Assistant - Dynamic Team

We are a boutique and growing consulting firm based in Sydney, with operations growing nationally. We serve mid-sized businesses with a team of 8 consultants. 

We are on the lookout for an Executive Assistant who can help us on our growth journey. 

The Executive Assistant will provide high-level administrative support to the executive team, ensuring efficient operation of the executive office. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion. 

Key Responsibilities: 

Administrative Support: Manage the executive’s calendar, schedule meetings, and coordinate travel arrangements. Prepare and edit correspondence, communications, presentations, and other documents. Manage the executive’s inbox, including prioritizing, responding to, and organizing emails. 

Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items. 

Communication: Act as a liaison between the executive and internal/external stakeholders. Handle incoming communications and inquiries with professionalism. 

Project Management: Assist in the planning and execution of special projects. Collate information and delegate as appropriate. Track project progress and ensure deadlines are met. 

Organize Internal Processes: Troubleshoot, streamline and manage internal processes, reports, and contracts to ensure efficient workflow and compliance.  

Office Management: Oversee the executive office’s day-to-day operations. Ensure that office requirements, equipment, and supplies are maintained and in working order. 

Data Management: Maintain confidential files and records. Ensure file storage system online and offline is properly setup and managed. Prepare reports and presentations as required. 

Financial Administration: Assist with budget preparation and expense tracking. Process invoices and handle reimbursement requests. 

Miscellaneous Tasks: Handle various administrative tasks as needed to support the executive and the team. 

Qualifications: 

Education: Bachelor’s degree in Business Administration, Communications, or related field preferred. 

Experience: Minimum of 3 years of experience as an Executive Assistant or in a similar role. 

Skills: 

Proven success supporting senior executives. 

Exceptional organizational and time management skills. 

Strong written and verbal communication skills. 

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and MS Teams. 

Ability to handle multiple tasks and projects with a high level of accuracy. 

Discretion and confidentiality in handling sensitive information. 

Strong interpersonal skills and the ability to build relationships with stakeholders. 

Problem-solving skills and the ability to anticipate needs. 

Flexible time management to accommodate the executive's schedule and urgent requirements. 

Personal Attributes: 

Proactive and self-motivated with a positive attitude. 

Detail-oriented with strong analytical skills. 

Ability to work independently and as part of a team. 

Adaptable and able to handle a fast-paced work environment.