Personal Assistant

4 weeks ago

Sydney, New South Wales, Australia Centric Projects Full time

As the Personal Assistant you are responsible for providing comprehensive and proactive support to the Chief Executive Officer (CEO). This role requires exceptional research and organisational skills, discretion, and the ability to handle a wide range of responsibilities with efficiency and professionalism.

Website: https://expocentric.com.au

Responsibilities:Research and Analysis:
  1. Conduct comprehensive research on a wide range of topics, including but not limited to travel destinations, market trends, and industry best practices.
  2. Specialise in destination research, considering factors such as climate, culture, safety, travel restrictions, and emerging trends.
  3. Prepare detailed reports, presentations, and summaries based on your research findings.
  4. Conduct in-depth research and data collection and analyse data from multiple sources to provide actionable insights and recommendations.
Travel Coordination:
  1. Arrange and manage travel itineraries, including flights, accommodation, ground transportation, and necessary travel documentation.
  2. Ensure travel plans are well-organised and optimised to minimise disruptions.
  3. Develop customised travel itineraries that align with the CEO's preferences and interests, including a day-by-day breakdown of activities, accommodations, and transportation options.
Travel Documentation:
  1. Assist with passport, visa, and vaccination requirements, if necessary, and provide the CEO with necessary travel documents.
Communication Management:
  1. Facilitate effective communication between the CEO and internal/external stakeholders, including clients, senior executives, and employees.
Financial Support:
  1. Assist the CEO in tracking and managing expenses, processing invoices, preparing liquidations and reimbursements, and handling financial documentation.
Event Coordination and Planning:
  1. Help organise company-wide events, conferences, and corporate functions, as well as attend and support these events as needed.
HR and Office Management:
  1. Assist with day-to-day Office and HR functions and duties.
  2. Assist with Staff onboarding, including managing building accesses, IT / Systems accesses and keeping equipment records.
  3. Assist in recruitment.

Other tasks as assigned by the CEO and Office and HR Manager.

Key Skills:
  • Bachelor's degree in business administration, Management, or a related field is preferred.
  • Proven experience (10+ years) as a Personal Assistant or in a similar executive support role, preferably supporting C-level foreign executives.
  • Excellent communication skills, both verbal and written, with a keen eye for detail.
  • Proficiency in using productivity tools and software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management applications.
  • Strong organisational and time management abilities, with the capability to multitask effectively and meet deadlines.
  • Discretion and the ability to handle confidential and sensitive information with utmost integrity.
  • Proactive and resourceful approach, with the capacity to anticipate needs and act independently.
  • Excellent research skills and attention to detail.
  • With 10+ years of experience in managing VVIPs, Politicians or CEOs.
  • Has travelled to other countries.
  • Professional demeanour, adaptability, and the ability to maintain composure in high-pressure situations.
  • A positive attitude, a strong work ethic, and the ability to work collaboratively with a diverse team.
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