Executive Assistant To CEO

Summary:

We are seeking an experienced and highly organized Executive Assistant to provide high level executive support to Edge’s CEO and secretariat support to the Board of Directors. This includes extensive diary and appointment management, actioning and drafting correspondence, and liaising with internal and external stakeholders. Under the direction of the CEO and in collaboration with the Board Chair, the Executive Assistant is responsible for the day-to-day administration, logistics and secretarial activities of the Board of Directors.

Responsibilities:

Executive Support - CEO

• Provide high level executive assistance to the CEO to ensure a smooth workflow.
• Monitor and manage all phone calls and emails, prioritise actions and escalate where necessary.
• Action incoming and outgoing emails on behalf of CEO
• Manage the CEO’s diary.
• Ensure CEO fully prepared for all upcoming commitments including necessary briefings, papers, travel arrangements, parking etc.
• Support the CEO to ensure the accurate and timely preparation of board papers for the Board of Directors and various sub-committees.
• Proofread and format documentation including correspondence, submissions, and reports.
• Assist in preparation and formatting of presentations.
• Maintain CEO and Corporate filing system and databases.
• Renew subscriptions to journals and professional memberships.
• Reconcile CEO’s credit card expenses.
• Arrange catering and provide support for meetings and other events at CEO’s request.
• Other duties as directed
• Secretariat Support – Board of Directors
• Coordinate meetings of the directors, AGMs, board reviews, new director inductions, meeting portals and papers
• Liaison with the Chair(s) and CEO to prepare agendas and circulate papers required for various Board and Committee meetings.
• Manage CEO and Board meeting logistics include audio visual/technical requirements, catering, room bookings, and visitors. `
• Take minutes at each Board and subcommittee meeting.
• Effectively use a board portal in role of portal administrator to ensure professional document presentation, communication and management of all board functions.
• Assist Company Secretary with corporate governance administrative requirements as directed, for example:

• Maintain permanent and standing records files in relation to Association, Members and Board.
• Maintain a register of members.
• Handle the procedures for the admission of new members.
• Handle the procedures for the resignation of members.
• Organise General Meetings and notify members in advance.
• Receive nominations for positions on the Board.
• Take minutes at each General Meeting and circulate to members of the organisation.
• Keep under their control all books, documents and securities, and make them available to members as requested
• Keep the Common Seal of the organisation.
• Support the CEO to oversee all ASIC and ACNC compliance.
• Document and maintain excellent files in relation to standard operating procedures for the Secretariat function.
• Carry out other functions, required of the Company Secretary by the Constitution and relevant legislative obligations

Skills, Knowledge and Experience:

• Bachelor's degree in business administration or related field
• 5+ years of experience as an executive assistant or similar role
• Excellent organizational and time management skills
• Strong attention to detail and ability to multitask
• Excellent written and verbal communication skills
• Proficient in Microsoft Office and other relevant software
• Ability to work independently with little or no supervision
• Ability to handle confidential information with discretion and professionalism
• Commitment to efficient administration/process improvement
• Willingness to support other administrative functions of the organisation when workload is quieter at the CEO's request.
• Strong problem-solving skills and ability to think critically