Executive Assistant to Senior Management Team
Full time position in PA, EA & Secretarial (Administration & Office Support).
Assist the Senior Management Team (SMT) through the completion of diverse executive assistant duties and nominated project management assignments. Provide high-level support to the Managing Director (MD) through a range of administrative functions which include management of MD inbox & calendar, preparation of correspondence, reports, and agendas. Provide high-level support to the SMT through coordination of meetings, staff functions & travel arrangements. Assist the SMT in the development, implementation, and roll out of projects or initiatives that enhance the internal and external understanding of MBC Group's vision and core values. Assist the SMT in coordination and integration of various functions, processes, systems, and departments within MBC Group.
Administrative support to Managing Director (MD)
Co-ordinate daily calendar of MD and other Directors where required.
Manage MD's Inbox flow. Raise and remind of important tasks for completion.
Act as a liaison point between MD and employees/clients of MBC Group and reply to correspondence, communication on behalf of the MD.
Take on confidential, complex, and sometimes highly sensitive tasks requiring discretion and tact.
Regular touch points with MD to discuss and get up to speed on key priorities.
Administrative support to SMT
Organise travel arrangements, manage phone calls & emails, respond promptly to queries.
Facilitate internal communication (e.g., distribute information and schedule meetings and presentations).
Suggest more efficient ways to run the offices.
Review and recommend changes to MBC Group company policies.
Attendance at weekly meetings including Operations, Admin, and Management Meeting, efficient use of Ninety.IO, agenda item compilation and follow-up actions where required.
Attend and take notes in all SMT meetings and follow up actions.
Project co-ordination support
Take the lead on certain projects where assigned, follow through on project deliverables and agreed actions.
Human Resources co-ordination
Write job adverts and post on Seek.com for new role openings.
Responsible for induction co-ordination of new employees.
Responsible for successful onboarding of new employees.
Co-ordinate MBC Group quarterly and annual performance review process.
Internal Staff Events co-ordination
Plan, organise, and co-ordinate certain MBC Group internal events as directed by SMT, e.g., RUOK Day & Melbourne Cup Day.
Maintain Integrated Management System (IMS)
Work with Compliance Lab (or equivalent) to complete internal audits as required.
Maintain documentation as required.
Ensure Recertification every 3 years of ISO 9001:2015, ISO 14001:2015, ISO 45001:2018, ISO 27000.
Lead external and internal audit processes and implement corrective actions in response to audit findings.
Change Management
Responsible for change management by helping MBC Group staff adapt to new processes, technologies, or organisational structures resulting from strategic changes or acquisitions.
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