Executive Assistant

1 week ago

Melbourne, Victoria, Australia KordaMentha Full time

Administration/Support/Service | Closing Date: 14/06/2024

KordaMentha is an advisory and investment firm helping clientsto grow, protect and recover value. With an expansive team of450 specialists across the Asia-Pacific region, our diversity isour strength.

The Office Support team is a group of professional individualswith experience in executive support, office support andreception. We work in a supportive and collaborative mannerwith a customer service approach.

TheOpportunity

Join our dynamic team

At KordaMentha, we value innovation, collaboration, andexcellence in everything we do. We're seeking a talented ExecutiveAssistant to support our leadership team in achieving our ambitiousgoals.

As an Executive Assistant at KordaMentha, you will be anintegral part of our administrative team, providing high-levelsupport to our executives. You'll manage calendars, coordinatemeetings, handle travel arrangements, and assist with variousadministrative tasks to ensure the smooth functioning of ourexecutive office. This role offers a unique opportunity to workclosely with our leadership team, contribute to the company'ssuccess, and gain invaluable experience in a fast-pacedenvironment.

Duties andResponsibilities

Executive assistantmanagement
  • Prepare PowerPoint presentations and reports, letters,spreadsheets and various other correspondence forPartners/Consultants and Executive Directors.
  • Provide diary management to Partners/Consultants andExecutive Directors.
  • Organise meetings and luncheons for Partners/Consultantsand Executive Directors including ordering and setting up ofcatering (as required), preparing coffees for client meetings,booking meeting rooms, setting up technical support, andphone/video conferencing.
  • Organise travel itineraries, including booking travel,accommodation, processing visa and passport requests asrequired.
  • Prepare expense reports for Partners/Consultants andExecutive Directors.
  • Manage incoming calls, incoming emails (as required) andcorrespondence, ensuring correspondence is attended to promptlyand directed to the appropriate person.
  • Organising client functions and marketing events.
  • Record marketing activities and events for reportingpurposes in CRM.
  • Ensuring CRM is up to date on a regular basis forPartners/Consultants and Executive Directors.
  • Assist with proactive management of client jobs byreviewing weekly WIP/Debtor reports and providing ad hocreporting as requested.
  • Work with interstate Executive Assistants to co-ordinateteam meetings and events.
  • Board liaison and meeting preparation for some keyclients.
  • Assist Turnaround Management Australia (TMA) with thenational conference, along with assistance for nationalevents.
Generaladministration
  • Complete all invoicing, including creation of WIP reportsand completion of necessary forms.
  • Central point of contract for contractors working on clientjobs within the team, including travel coordination and inputof weekly timesheets.
  • Assist with group projects and research requests asrequired.
  • Assist in the photocopying and binding of reports anddocuments.
  • Primary contact for document finishing, including securingand pdf-ing for the team.
  • Assist in the preparation of mail outs, co-ordinate withstaff and/or external printers.
  • Prompt ordering of ASIC and document searches via thesearch service desk.
  • Back-up support to other Executive Assistants and OfficeSupport team members.
  • Reception relief on an adhoc basis as required.
Qualifications andexperience/skills required
  • Excellent telephone manner.
  • Well presented.
  • Client service oriented.
  • Exceptional organisational skills.
  • Ability to interact in a professional manner at alltimes.
  • PC literate including advanced Microsoft Office (Word,Excel, PowerPoint and Outlook).
  • Confident in multiple technology systems including CRM,SharePoint and video conferencing.
  • Ability to multi-task, manage and achieve multipledeadlines.
  • Ability to work well under pressure.
  • Ability to manage areas of responsibility and takeinitiative.
  • Ability to work independently as well as part of a busy anddynamic team.
  • Desire to take ownership of tasks assigned.
  • Strong verbal, interpersonal and communication skills.
  • Accurate spelling and typing.
  • Flexibility, in relation to working hours, as well as beingable to change priorities and tasks as required.
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