Your impact
We are currently seeking an experienced Executive Assistant to support senior leadership, providing high-level general and administrative support, reporting to the Executive Director of Operations based in Brisbane. In this role, you will play a critical role in ensuring the smooth operation of the team and supporting their day-to-day activities. There is a hybrid role with a minimum of two days per week attending the office.
Key Responsibilities:
- Proactively manage the email inbox and calendar of the Executive Director of Operations, alerting them to any outstanding actions and approvals that require attention.
- Prepare reports, presentations, internal memos, and notes, ensuring accuracy and professionalism.
- Maintain a filing system, including handling commercially sensitive and confidential information with utmost discretion.
- Handle expense claims and travel bookings, ensuring timely and accurate processing.
- Maintain up-to-date organisational charts, seating plans, distribution lists, training lists, and competency assessments.
- Organize key events, both internal and external, including client events, meetings, and workshops, and assist with meeting agendas and minutes.
- Assist in meeting preparations, including liaising with clients, ensuring meeting rooms are set up and clean, and providing necessary refreshments.
- Support the delivery of high-quality services to clients, including preparing tender documents, CVs, and other proposal work as needed.
- Contribute to sales and marketing activities as required.
- Collaborate and support other executive assistants and support staff when needed.
- Coordinate the onboarding process for new starters and assist with HR-related matters.
- Manage invoices, expense claims, purchase orders, and follow up on overdue invoices with relevant parties.
