Executive Assistant

4 days ago

Melbourne, Victoria, Australia Just Full time

We seek only the best candidates who are passionate brand ambassadors and determined to contribute to our team's performance. We are always on the look-out for dedicated, fashion forward and like-minded individuals

Job no: 797271
Work type: Part time, Full time
Location: Melbourne - Central
Categories: Administration

About the Role

This is a unique opportunity for a highly energetic and experienced Executive Assistant to provide part-time support to assist the current Full Time Executive Assistant of the Group General Managers of Dotti, Jacquie E and Portmans for a 6-month limited contract period.

As an Executive Assistant, you will play a critical role in enabling the Executives to focus on strategic decision-making and managing their responsibilities effectively. You will serve as a trusted partner, ensuring they operate efficiently and smoothly.

This role will be 2 days per week on a Thursday and Friday, located at our Support Office on St Kilda Road Melbourne. This role will include but not be limited to the following responsibilities:

  • Calendar and schedule management: Coordinate and manage schedules, including arranging meetings and appointments; assisting with the coordination of all travel arrangements; prioritise and schedule events while considering their availability and commitments.
  • Communication and correspondence: Assist with the management of incoming emails, calls, and messages; draft and prepare correspondences, memos, assist with PowerPoint presentations, and printing of reports; maintain communication channels with internal and external stakeholders.
  • Meeting facilitation: Organise, prepare agendas, and take minutes for meetings; coordinate logistics, including venue, equipment, and refreshments; follow up on action items and ensure timely completion.
  • Information management: Gather, organise, and maintain working files, including all confidential and sensitive information, documents, and records related to the company's activities; ensure easy accessibility and retrieval of information as needed.
  • Relationship management: Build and maintain positive relationships with internal and external stakeholders, such as Board members, senior executives, clients, and external partners; serve as a point of contact for inquiries and requests.
  • Confidentiality and discretion: Handle sensitive and confidential information with utmost professionalism and maintain a high level of discretion.
  • Team Co-ordinator: Support the Dotti, Portmans and Jacquie E head office teams with office maintenance queries, team get-togethers, team sample sales and team meeting room management.
  • Miscellaneous tasks: Handle miscellaneous tasks as assigned, which may include expense management and other administrative duties.
Skills & Experience
  • A minimum of 2 years of relevant experience in a similar Executive Assistant role in a fast-paced retail or service business.
  • You can work with limited direction, applying judgement, logic and maintaining confidentiality and discretion appropriately.
  • You have good written and interpersonal skills and can complete tasks on time and to a high standard.
  • You are proficient in the use of Microsoft suite of applications and associated technology to provide support at an executive level.
  • You are a team player, who successfully builds and maintains relationships with internal staff, and diverse range of external stakeholders.
  • You are experienced at time management and prioritisation, have an eye for detail and don't get flustered when faced with multiple and competing requests and requirements.
  • You work collaboratively, are solution-seeking with a focus on positive corporate outcomes.

Advertised: 20 Mar 2025 AUS Eastern Daylight Time
Applications close:

We acknowledge the Traditional Custodians of Country throughout Australia and recognise their continuing connection to land, waters and communities. We pay our respects to Aboriginal and Torres Strait Islander cultures and to Elders, past, present and emerging.

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