Executive Assistant

2 weeks ago

Melbourne, Victoria, Australia Davidson Full time

We are seeking an Executive Assistant (EA) to provide top-tier support and coordination for the Chief Executive Officer (CEO) and the Executive Leadership Team (ELT) at Procurement Australia. This role involves a full range of secretarial and administrative duties, including overseeing the company's Human Resources administration.

As an integral part of the ELT, the EA will organise and coordinate meetings, off-sites, and various events as needed. The ideal candidate will consistently demonstrate prompt, courteous, and effective communication, ensuring the executive office operates smoothly and efficiently while maintaining the utmost discretion.

The EA must be innovative and thrive in a flexible environment with competing priorities. Strong judgment, excellent written and verbal communication, organisational skills, and the ability to balance multiple priorities are essential. The EA will work independently on projects from conception to completion, often under pressure, managing diverse activities and confidential matters with discretion.

Key Accountabilities:

  • Coordinate, prepare, and follow up on internal and external meetings for the CEO and ELT.
  • Manage travel and logistical arrangements for the CEO and ELT.
  • Prepare and follow up on ELT meetings and related activities, including managing the CEO's calendar.
  • Provide HR administrative support, including onboarding/offboarding, payroll support, pre-employment screening, recruitment coordination, and ESS management.
  • Assist the CEO and Chair in preparing for Board meetings, AGMs, Board committee meetings, Board communication, and functions.
  • Assemble and distribute Executive and Board meeting agendas, papers, and minutes as needed.
  • Foster supportive relationships with key internal and external stakeholders.
  • Coordinate major events for the CEO.

CEO Support:

  • Manage an active calendar of CEO appointments.
  • Complete expense reports for the CEO promptly.
  • Prepare confidential correspondence for the CEO.
  • Arrange travel plans, itineraries, agendas, and coordinate meetings in advance for the CEO.

Executive Leadership Team Liaison:

  • Participate as an adjunct member of the ELT, assisting in scheduling and attending meetings as required.
  • Assist the ELT in meeting deadlines and KPIs through follow-ups and reminders.
  • Provide administrative and secretarial support to the ELT, including document preparation, board papers, PowerPoint presentations, and other materials.

Human Resources Responsibilities:

  • Administer daily HR activities and support.
  • Provide practical HR support to the CEO and ELT professionally and timely.
  • Engage with legal advisors for employment/industrial law advice as needed.

Event Management:

  • Support corporate event planning, design, and production, managing all project delivery elements within time limits.
  • Consult with the CEO on event participation.
  • Conduct market research, gather information, and negotiate contracts with CEO approval.
  • Propose ideas to improve services and event quality.

Previous Experience:

  • Proven experience supporting C-Level Executives.
  • Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
  • Experience using Diligent or similar board reporting tools.
  • Experience with ERP systems (e.g., MYOB, QuickBooks, SAP, D365).
  • Familiarity with ESS systems like Employment Hero is advantageous.

If you are a highly organised, conscientious professional with the ability to handle a busy, high-stakes environment, we encourage you to apply for this pivotal role.

Please apply by upload your current resume in Microsoft Word format only (.doc or .docx). If you would like to have a confidential discussion, please contact Betty Maniotas on , quoting reference JN Want to know more about Davidson? Visit us at

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