PA, EA & Secretarial (Administration & Office Support)
Full time
We are seeking an individual who is naturally assertive, confident, and capable of taking charge in challenging situations. The Executive Assistant (EA) to the CEO & HR will play a crucial role in enhancing productivity, optimising time, and ensuring seamless operations. This position is designed to allow the CEO to focus on strategic leadership and growth by delegating routine tasks and key operational support responsibilities. The EA will need to be proactive, adaptable, and capable of managing sensitive information with discretion and working autonomously. This role requires proactive support, excellent organisational skills, and the ability to anticipate and fulfill needs before they arise.
Key Responsibilities Calendar & Task Management: Proactively manage and prioritise the CEO's schedule, coordinating appointments, and organising travel to ensure maximum productivity. Maintain an adaptable mindset and anticipate needs for an efficient day-to-day flow.Inbox & Communications Management: Serve as the primary gatekeeper for the CEO's communications. Handle the CEO's inbox, triage messages, prepare drafts, and communicate on the CEO's behalf, ensuring responses are timely, professional, and well-aligned with business priorities.Project Support & Follow-Up: Take ownership of tracking ongoing projects and ensuring accountability across teams and individuals. This includes setting clear timelines, monitoring progress, and proactively identifying and addressing delays. The EA must act assertively, holding team members and stakeholders accountable to commitments and deadlines, particularly when dealing with high-performing personalities.Information & Document Preparation: Prepare reports, presentations, and briefs for meetings, providing the CEO with essential information in advance. Understand business priorities and prepare materials accordingly to ensure the CEO is informed and ready for strategic discussions.Process & Workflow Improvement: Identify, recommend, and implement efficient processes for recurring tasks and areas that need improvement, minimising time spent on routine activities and enhancing operational productivity.Personal Task Management: Assist with personal tasks such as scheduling personal appointments, tracking important dates, and coordinating personal travel.Assist and Execute HR Tasks as Instructed by the Senior HR Business Partner: Collaborate closely with the Senior HR Business Partner to provide essential support in executing a variety of administrative and operational HR functions.Key Attributes & Requirements Confidentiality & Discretion: Demonstrate a high level of professionalism, managing highly sensitive information with the utmost confidentiality.Proactive & Self-Driven: Naturally inclined to take initiative, this EA will actively seek out ways to support and add value without needing constant direction.Organised & Detail-Oriented: Exceptional organisation skills, capable of managing a busy calendar, prioritizing tasks, and handling detailed work consistently.People Skills with C-Suite Confidence: Able to communicate professionally with all levels of the organisation and external stakeholders, including C-suite executives.Adaptable & Quick Learner: Agile in a fast-paced environment, the EA should be comfortable adjusting to shifting priorities and demands while learning new processes as needed.HR & Administration Insight: Familiarity with basic HR processes to assist with related administrative tasks.Anticipatory Thinking: This EA will be proactive in anticipating upcoming needs, recognising potential challenges, and proactively planning solutions.Emotional Intelligence: Perceptive and emotionally intelligent, capable of understanding the nuances of different situations.Desired Qualifications Experience: Minimum of 5 years as an Executive Assistant or similar role supporting high-level executives.Education: Degrees in Project Management, Human Resources or Business Administration would be highly desirable.Tech-Savvy: Demonstrates proficiency with productivity tools such as project management software, Microsoft Office, and CRM systems.Core Skills Organisation and PrioritisationProactive Problem SolvingDiscretion and ConfidentialityPeople Skills with Strong CommunicationTech ProficiencyAttention to Detail and AccuracyYour application will include the following questions:
Do you have the legal right to work in Australia?What are your salary expectations?How many years of experience do you have as an Executive Assistant? #J-18808-Ljbffr