Career Exposure About Our Client Based in Sydney, this globally recognised company fosters a culture of teamwork, camaraderie, and ethical success.
The company cultivates an environment where employees are empowered to grow and thrive, while maintaining a focus on sustainability and enjoyment throughout their journey.
This is an exciting opportunity to join a dynamic team and contribute to the continued success of a market leader.
Job Description The Executive Assistant will play a crucial role in supporting the Managing Director and their Executive Committee in ensuring the smooth and efficient operation of daily activities.
This position involves a wide range of responsibilities, including but not limited to: Executive Support & Communication Management: Act as a primary liaison between the MD and key external stakeholders, ensuring seamless communication and scheduling of meetings.
Prepare high-quality presentations and summary documentation including pre-reading materials and other business-related documents.
Draft and manage email communications for the MD, both internally and externally.
Organise events, conferences, lunches, dinners, and meetings hosted by the MD and Executive Committee, managing related budgets and expenses.
Coordinate all stationery orders, including business cards, letterhead paper, and other office supplies.
Handle incoming communications, including phone calls and emails, responding or redirecting as necessary to ensure timely follow-up.
Calendar & Travel Management: Oversee the MD's calendar by scheduling appointments, meetings, and travel, ensuring no conflicts and prioritising time-sensitive engagements.
Make travel and visa arrangements, book accommodations, and prepare detailed travel itineraries for the MD and Executive Committee.
Consolidate and track travel and entertainment (T&E) expenses, including credit card reports, and prepare budget and latest estimate documents.
Document & Expense Management: Prepare, organise, and file important documents, ensuring that the MD has quick access to necessary information.
Track and manage the MD's expenses, process reimbursements, and prepare financial reports, ensuring adherence to company policies.
Meeting & Event Coordination: Organise and coordinate internal and external meetings, conferences, and events, handling logistics, venue arrangements, and attendee coordination to ensure seamless execution.
Actively contribute to the success of major events, including supporting task forces and providing on-site assistance when needed.
Project Assistance & Support: Assist in managing projects by tracking deadlines, progress, and deliverable, and preparing status reports.
Support different teams in executing key mailings for seasonal events, special occasions, and other company activities.
Collaborate with the PR team on event shoots, providing administrative support, preparing necessary documentation, and assisting with logistics.
Client & Stakeholder Liaison: Act as an intermediary between the MD and key stakeholders, ensuring clear and professional communication and building strong relationships with clients, vendors, and internal teams.
Confidentiality & Information Security: Handle sensitive and confidential information with the utmost discretion, ensuring secure management of materials in accordance with company policies.
Time & Task Prioritisation: Help the MD manage their time effectively by prioritising tasks, handling urgent matters, and relieving them of less critical administrative duties, enabling focus on strategic goals.
The Successful Applicant We are looking for a dynamic, highly organised Executive Assistant to support the Managing Director.
The ideal candidate will bring 3-5 years of experience in an international company, ideally with exposure to senior leadership, and possess a proactive, solution-focused mindset.
You should have strong communication and influencing skills, able to engage effectively across all departments and with stakeholders at all levels.
Key skills we're seeking include excellent organisational abilities, the capacity to manage multiple projects simultaneously, and a keen eye for detail.
You should be comfortable making quick decisions, adapting to changing priorities, and maintaining discretion when handling sensitive information.
A positive, can-do attitude and a proven ability to work independently and within a team will ensure your success.
Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook) and financial acumen for managing budgets and reporting are essential.
If you're passionate about building strong relationships and thriving in a fast-paced, collaborative environment, we encourage you to apply.
To apply for this exciting opportunity, the process begins with an application screening by Carina Hosie to assess your experience and alignment with the company culture.
If successful, you will move on to a two-stage interview process where you'll meet with key stakeholders, including the Talent Acquisition Partner, HR Director, and Managing Director.
Interviews are expected to take place as early as next week.
Please note, background checks will be required for the successful candidate prior to commencement, and no formal offer will be made until these checks are completed, typically taking 2-4 weeks.
If this role is the perfect fit for you, don't hesitate-apply now and take the first step towards an incredible opportunity before it's gone!
What's on Offer Don't miss out on this fantastic opportunity with a great work-life balance and exceptional benefits.
This role offers a flexible 4/1 work schedule, allowing you to enjoy a blend of 4 days in the office and 1 day remote work.
While occasional flexibility outside of standard hours is required for events, the work environment is collaborative and supportive, with a focus on authenticity and transparency.
In return for your expertise, you'll receive a competitive salary ranging from $105K - $110K + superannuation.
The company values pride in work and confidence without ego, providing a transparent culture that fosters collaboration and partnership.
This role won't be available for long-apply today and secure your place in this incredible company before the opportunity is gone!