Executive Assistant

ORIMA Research is a private Australian-owned professional services firm that provides market and social research, data analytics, organisational performance improvement and related advisory services. We are a genuine public sector research specialist, whereby over 90% of our clients are in the government sector. Established in 1996, we now have around 80 professional staff working across four offices in Melbourne, Canberra, Sydney and Brisbane. 
ORIMA is a values-based organisation and we pride ourselves on our service ethos, high performance culture, innovation, integrity and focus on helping our staff to thrive. We are:
People who believe in the value of evidence-based approaches to inform government decision making; Lateral thinkers and problem solvers – we find the best solutions for our clients; and From a diverse range of qualifications and professional backgrounds. Job Description This supporting position is an exciting opportunity for someone with at least 5 years' experience as an Executive Assistant or similar role. This is a role you can truly own and make a difference in. It will enable you to be part of a high performing professional services organisation that makes a significant positive impact on the wellbeing of Australians through supporting market and social research, advisory and data services that informs government policies, programs and initiatives. 
Please note flexibility with hours is required to effectively support the Founding Director who travels frequently and undertakes evening work related to projects. The role works from our light-filled, fresh, newly renovated offices in Collingwood, Victoria, on the edge of Melbourne CBD.
This role will suit an Executive Assistant familiar with supporting business owners and senior executives, with the opportunity to be involved in social research project work. Having a background working in professional services will be highly regarded.
Key priorities of the role include:
Providing high-level organisational and administrative support to the Founding Director, primarily, and the Managing Director and Chief Operating Officer, secondarily, who are generally self-sufficient. This is approximately 50 per cent for the role; and Undertaking research support for projects, which are generally being led by the Founding Director and the Qualitative Research teams that report to her. This is approximately 50 per cent for the role. Key Duties: Typical tasks associated with EA and Corporate components of the role include:
Diary management, scheduling meetings, appointments and tasks. Preparation of daily meeting folders. Meeting preparation and co-ordination (e.g. scheduling, organising agendas, taking minutes and update action items, distribute pre and post meeting reports and documents, track and follow up on actions ). Monitor plans, priorities and deadlines. Assist in time management, managing tasks and workflow, keeping track of deliverables (e.g. reports, proposals) and project status. Liaise with other ORIMA staff on deliverables and tasks, proactively following up Project Managers for reports, proposals and other deliverables needing to be cleared by Directors. Organise travel (flights, accommodation). Liaise with clients and external stakeholders on behalf of the Directors. Manage confidential information, with highly developed discretion. Manage/complete time sheets Prepare and co-ordinate published information such as fact sheets requiring simple graphic design and formatting. Types of tasks associated with Research Project Support component include:
Prepare and draft basic written proposals using templates, PowerPoint slides, mailouts and other written documents. Amend and proof read documents, proposals, reports and presentations, including applying graphic design finesse. Provide fieldwork management backup for the Qualitative Research Division and support other qualitative project co-ordinators, at peak times or when absences occur. As required, book stakeholders for interviews, schedule calls, undertake survey reminder follow up calls and as part of a team, take inbound Hotline calls from survey participants as required. Proactively raise issues/make suggestions/plan solutions to ensure that project timelines and deliverables are met. Assist other staff and projects as required. Desired Skills and Experience About you: Demonstrated experience supporting senior management/business owners as an Executive Assistant – at least 5 years' relevant work experience Experience working in the private sector (professional services, consulting) is highly desirable. Previous experience in communicating with Senior and Executive level staff in the public or private sectors advantageous, though not essential Strong proficiency in the Microsoft suite, particularly Teams, Excel, PowerPoint and Word High level of organizational and time management skills Well-developed written and verbal communication skills, including the confidence to interact with a diverse range of stakeholders across different channels (email, reports, letters, newsletters, phone, Teams) Ability to quickly learn new systems Highly professional, polished and well presented A friendly, responsive, warm and welcoming personality A commercial outlook emphasising efficiency and high performance Excellent written and verbal communication skills, including the confidence to interact with a diverse range of stakeholders and clients A strong commitment to excellence in client service, a strong service ethos, and a hands-on approach to getting things done properly Demonstrated organizational skills, including the ability to work to priorities, manage time, plan work to meet deadlines and juggle and prioritize multiple concurrent tasks Ability to proactively and diplomatically follow up others to ensure tracking progress and completion of task. Ability to work self-directed and exercise independence and proactivity as the Founder travels during peak periods - as well as working effectively as a team member, supporting other teams Strong attention to detail Reliable and punctual Maintains confidentiality and absolute discretion, demonstrating a mature outlook Ability to multitask and work under pressure, with frequently changing prioritizes and respond in a constructive and helpful manner, remaining calm and solutions-focused A positive mindset, resilient and 'can do' attitude Resilience to adapt to unexpected project demands/changes A growth mindset for continuous learning Work from office 5 day a week, as we have a collegiate, supportive office based working culture. Ability to gain a positive Police check and WWCC (as required) Understands about confidentiality and privacy requirements and the importance of IT security. Applications will only be accepted via our website. Positive Police check and Working with Vulnerable People checks required.
Applications must include the following:
CV cover letter (of no more than 2 pages) addressing the key job requirements. Our recruitment process is as follows:
Stage 1: First interview
Stage 2: Psychometric testing followed by second interview
Only short-listed applicants will be contacted for Stage 1.
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