Executive Assistant/Office Coordinator

Executive Assistant/Office Coordinator

About the team

The Worldline Services Australia (WSA) leadership team is led by our CEO, who sets our organisation's strategic direction and is accountable for its overall success.

The WSA leadership team comprises leaders of our IT Operations, Product, HR and Finance functions. The team works closely to ensure alignment and support across the teams as we deliver our platform to our local customer, and support key global functions.

Your mission

As the Executive Assistant/Office Manager, your mission is to be the trusted right hand to our Chief Executive Officer and the broader leadership team. You will provide comprehensive, proactive and highly confidential administrative and operational support, acting as a key partner in maximising the leadership effectiveness, reach and impact on the business.

You will drive the functioning of the Sydney office, ensuring a well-functioning and motivating workplace that allows people to work at this best. You will extend this capability to our colleagues in our Melbourne office, and look after a range of facilities and payment responsibilities.

Working across all levels of the organisation, your professionalism, foresight and exceptional organisational skills will be critical in enabling our CEO to lead the company effectively.

Areas of responsibility

Executive Support

• Proactively and strategically manage the CEO's complex and dynamic calendar, prioritising commitments and ensuring a seamless flow to the day.
• Ensure the CEO is prepared for all meetings, with all necessary agendas, presentations and briefing documents provided in advance.
• Coordinate and support the smooth functioning of the leadership team, managing their recurring meetings and resulting action items, as well as strategy and planning sessions.
• Assist in the preparation of materials (such as Powerpoint presentations) for delivery by the leadership team or to support strategy and planning activities.
• Setup and coordination of companywide meetings, such as town halls and updates.

Travel & Logistical Coordination

• Organise all aspects of complex domestic and international travel, including detailed itineraries, flights, accommodation and ground transport.
• Plan and coordinate logistics for executive meetings, workshops and offsites.
• Prepare and submit all expense reports and manage corporate credit card reconciliations accurately and on time.

Office Management

• Ensure a positive work environment by managing all aspects of the workplace.
• Liaise with global and local facilities staff and building management to ensure all workplace issues are dealt with swiftly and
• Organise internal and external events, including room setup.
• Coordination of local IT support activities (such as laptop setup for new starters) in partnership with our Corporate IT team.
• Perform some manual duties when required (such as unpacking dishwasher daily)

Payment administration

• Work within our Basware platform on the management of purchase orders and invoice payment (training to be provided)
• Follow up with suppliers, Procurement and Finance teams to ensure the rapid resolution of any issues encountered.

Communication & Stakeholder Liaison

• Act as a key facilitator and point of contact for the CEO's office, managing the flow of information and correspondence with professionalism and discretion.
• Liaise with senior executives, global teams and other high-profile stakeholders on behalf of the CEO.

What you'll need

Skills and Experience

• Experience as an Assistant and enabler for an executive in a fast-paced corporate environment.
• Experience in complex diary and email management, coordinating international travel and handling sensitive information with utmost confidentiality.
• High proficiency across the Microsoft Office Suite.
• Experience in preparing presentations and reports for executive and board-level audiences.
• Office management experience

Attributes

• A high level of integrity, discretion and professionalism.
• A proactive, forward-thinking and resourceful problem-solver who can anticipate needs before they arise.
• Exceptional organisational and time-management skills, with the ability to prioritise effectively in a dynamic environment.
• Excellent interpersonal and communication skills, with the ability to build rapport and communicate confidently with senior stakeholders.
• A willingness to do what's needed to solve the problem at hand. A 'that's not my job' attitude does not align to the company ethos.
• WSA is a technology driven company, which gives great exposure to a broad range of technologies. A person with experience/interest in technology would find great enjoyment in this aspect.

Qualifications

• Tertiary qualifications in Business Administration, or a related discipline are desirable.

Our values

At Worldline Services Australia we live our values, and they set the framework for how we work with each other, our partners, and our customers:

• Innovation
• Excellence
• Cooperation
• Empowerment

We're passionate about continuous growth and improvement. As we evolve, our jobs and functions may change over time. This document aims to capture the key scope, functions and impact of a role.

We hope you'll join us on this journey - and encourage you to talk with your manager or our People team about changes, ideas, or if you feel a job description needs updating.

• #LI-MP1

Information at a Glance