Executive Assistant

The Opportunity

As the Executive Assistant you will be responsible for managing and supporting the administrative functions for the Managing Director. You will provide support by proactively planning and managing administrative and organisational tasks, prioritising task lists and following up where required to ensure work is progressed within defined timeframes.

Job Responsibilities

• Provide executive level support to the Managing Director including but not limited to calendar and inbox management whilst ensuring that you keep the Managing Director advised of time-sensitive and priority issues.

• Coordinate meetings and events such as all staff meetings, conference attendance, corporate events etc. including booking facilities, organising catering, preparing rooms for meetings and distributing agenda and relevant papers to attendees ahead of the meetings;


• Prepare minutes of meetings attended, and circulate the documents to the relevant parties;


• Coordinate and collate documentation for Board and other meetings across the Company;


• Manage the preparation, collation and distribution of PowerPoint presentations where required;


• I have reviewed Coordinate and manage all travel and accommodation arrangements for the Managing Director where required;


• Financial and business acumen to effectively support the Managing director with reporting requirements and proactively assist by anticipating scheduled deadlines;


• Process all expense claims and credit card reconciliations for the Managing Director in a timely manner;


• Manage delegated authority/approvals at the Managing Directors discretion;


• Gather information from stakeholders within the business as needed to assist in meeting goals and objectives. Consolidate this information and conduct analysis where needed;


• Advanced MS office skills to prepare documentation including correspondence and reports to a very high standard; and


• Such other responsibilities as directed by Spruson & Ferguson from time to time commensurate with your role as an employee of the Company.

Requirements

• A minimum of 5 years’ experience in a similar role;


• Advanced skills with Microsoft Office Suite: Outlook, Word, Excel and PowerPoint;


• Strong written and verbal communication skills;


• Strong financial and business acumen and the ability to use this skill to effectively support the reporting requirements;


• Exceptional time management skills with multi-tasking ability and superior attention to detail;


• Strong critical thinking and interpersonal skills with the ability to maintain professionalism whilst liaising with senior leaders and external parties under challenging circumstances;


• The ability to effectively influence / communicate at all levels within the business.


• Professional etiquette and presentation;


• Good judgment in following up with staff to ensure deadlines are met;


• The ability to handle confidential and sensitive information with poise, discretion, tact and diplomacy;


• An adaptable, flexible and ‘can-do’ attitude; and


• Previous experience working in a Public Company and the Company Secretarial function is preferred but not essential.