Job Title: Executive Assistant
Location: Brisbane
Reports to: Vice President – Pacific
Job Purpose
In this role, you will be playing a pivotal role in supporting the Vice President – Pacific and members of the Pacific Leadership team/s as required. This position requires an Executive Assistant with exceptional organizational skills, attention to detail, discretion, and the ability to handle a wide range of administrative and executive support tasks whilst ensuring they are 'one step ahead' of the VP's busy schedule. The Executive Assistant serves as a primary point of contact for internal and external stakeholders, manages executive schedules, coordinates meetings and events, and handles confidential information with professionalism and integrity.
Your Responsibilities
Efficiently manage and prioritise calendars including scheduling meetings and appointments, assisting with travel arrangements and meeting venues. Anticipate scheduling conflicts and proactively resolve them.
Serve as a primary point of contact for internal and external communications, screening and prioritizing emails, phone calls, and other correspondence. Draft and prepare correspondence on behalf of the VP and/or leadership team for review.
Organize and coordinate meetings, conferences, and special events, including preparing agendas, materials, and presentations. Ensure that meeting logistics are handled smoothly, including room reservations, catering, and audiovisual equipment setup. Where required, attend meetings to record minutes and key actions.
Manage office requirements for the Brisbane office, including management of the virtual receptionist system, collection and management of mail/deliveries, ordering supplies, managing office equipment, maintaining office facilities in a presentable manner, and coordinating maintenance requests.
Assist with onboarding new staff members and provide administrative support to other departments as needed.
Arrange domestic and international travel accommodations, including flights, hotels, transportation, and visas. Provide detailed itineraries and ensure that travel plans align with executive preferences and business objectives.
Maintain organized and up-to-date electronic and physical filing systems for VP documents, reports, and records. Ensure confidentiality and accuracy in handling sensitive information.
Track and reconcile executive expenses, including processing reimbursement requests, reviewing receipts, and maintaining expense reports. Coordinate with finance department as needed.
Assist with special projects and initiatives as assigned by the VP and/or Leadership Team, including research, data analysis, and presentation preparation. Collaborate with team members to ensure timely completion of projects.
The successful candidate will have:
Proven experience as an executive assistant or similar role, supporting VP-Level executives or senior management.
A passion for administration and customer service.
Exceptional attention to detail.
Advanced in Microsoft Office Suite and other productivity tools.
Proactive nature and ability to take initiative.
Discretion and confidentiality in handling sensitive information.
Strong organizational and multitasking abilities.
Flexibility and adaptability to changing priorities and deadlines.
Professional demeanor and interpersonal skills, with the ability to interact with individuals at all levels of the organization.
AVEVA requires all successful applicants to undergo and pass a comprehensive background check before they start employment. Background checks will be conducted in accordance with local laws and may, subject to those laws, include proof of educational attainment, employment history verification, proof of work authorization, criminal records, identity verification, and credit check. Certain positions dealing with sensitive and/or third party personal data may involve additional background check criteria.
AVEVA is an Equal Opportunity Employer. We are committed to being an exemplary employer with an inclusive culture, developing a workplace environment where all our employees are treated with dignity and respect. We value diversity and the expertise that people from different backgrounds bring to our business.
Come and join AVEVA to create the transformative technology that enables our customers to engineer a better world.
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