Executive Assistant

4 weeks ago

Sydney, New South Wales, Australia Finstro Full time

Finstro has been solving financial challenges within B2B Trade finance since 2012 and served global businesses with over $1 billion in Trade Payments.

Finstro provides a complete cashflow management platform, enabling customer and supplier payments and providing innovative credit-based solutions to help businesses grow.

We are the solution to pay and get paid on terms that suit your business.

If you have energy, ambition and want to work for a dynamic, rapid growth, FinTech business, there are exciting opportunities to advance your career by joining our global team.

We are seeking a proactive, efficient and experienced Executive Assistant to provide outstanding administrative support to the CEO Office and executive team members with the following key responsibilities:

  • Coordinate schedule management and effective communications with internal and external stakeholders, whilst managing competing priorities, to enable the CEO to focus on impactful strategic initiatives.
  • Provide high-level secretarial support, demonstrate sound judgement and appropriately anticipate CEO and stakeholder needs.
  • Coordinate task allocation and reporting with management team and other stakeholders.
  • Assist with preparation and production of documentation, correspondence, financial information, proposals and presentations including management, Board and investor reports.
  • Compile concise, independent and unbiased meeting minutes that reflect key discussion items, decisions and action items.
  • Assist with task management and running errands including chasing-up suppliers, coordinating maintenance and assisting with organising events.
  • Answer telephone calls, greet visitors and assist with corporate hospitality including setting-up technology and catering.
  • Coordinate corporate travel and entertainment ensuring tickets, itineraries and documentation are correct, diarised and delivered in line with critical dates, Company Policies and related considerations (including visa, health checks, hotel bookings, transportation, meals and expense reconciliation).
  • Compile and process invoices, expense reimbursement requests and reconciliations of basic financial statements.
  • Provide assistance with HR matters.
  • Maintain effective and confidential document filing, physical data records management and storage systems including implementation of a 'paperless' office system.
  • Coordinate with other EAs and staff to maintain office environment, services and supplies.
  • Provide other assistance as requested by Manager.

Experience and Skills Required:

  • Degree in business, communications or other relevant discipline highly preferred.
  • 5+ years Executive Assistant experience and minimum 2+ years of demonstrated experience recording meeting minutes for Board/Committee/Executive teams.
  • Demonstrated personal integrity and ability to deal with sensitive issues with tact, diplomacy and judgement while maintaining complete discretion and confidentiality.
  • Interpersonal - strong organisational, planning and communication (written and oral) skills and ability to manage and influence change with people at a range of professional levels across a variety of social and cultural backgrounds.
  • Experience working cross-functionally and working with different and remote teams.
  • Experience determining priority and urgency of managing multiple concurrent tasks.
  • Experience reporting task and project management progress in a timely manner and efficiently manage priorities while coping with varying volumes of work, interruptions and access to Manager.
  • Experience managing travel and related matters for multiple concurrent executives.
  • Software - Microsoft Office suite including Word (advanced), Excel (proficient), Outlook (advanced), PowerPoint (proficient); Adobe Acrobat (proficient).
  • Internet - ability to obtain research data and reference materials.
  • Hardware - Windows PC and/or MacBook (proficient).
  • Document production and processing - ability to produce bound presentations, scan and store digital files.
  • Significant experience in drafting accurate meeting notes.
  • Significant demonstrable experience in managing travel and related arrangements concurrently for multiple executives.
  • Ability to work flexible hours and be available during ad hoc CEO working hours.
  • Sufficient experience and skills.
  • Confident, outgoing, energetic, positive and charismatic personality.
  • Highly resourceful, motivated and resilient team player who is also extremely effective independently as a motivated self-starter working autonomously.
  • Strategic thinker with the ability to work across a broad range of issues.
  • Proactively seeks and develops strategies to help key stakeholders.
  • Finance, banking or investment management industry experience essential.
  • Facilitating strategy sessions a plus.

Other information:

  • Above industry standards compensation package including superannuation and benefits.
  • Travel required locally within Sydney.
  • Working days and hours are from Monday to Friday, 9:00am to 5:30pm or as otherwise required outside of these hours as reasonably necessary, including weekends.

This role is based in Sydney, Australia NSW. Candidates must be in and or authorised to work in Australia.

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