Executive Assistant

7 months ago

Sydney, Australia Corpus Team Full time

**Position Overview**

The purpose of this role is to provide high-level executive administrative and organisational support for the company’s Partner. In this fast-paced role, you will take ownership of all executive secretarial and administrative services to leverage the Partner’s productivity and manage his day.

The role requires an innate sense of integrity and professionalism as you will be exposed to commercially sensitive information.

The Partner is responsible for client relations, projects and managing the work of the company’s consulting teams. Executive Assistants are focused on helping Partners be more productive by relieving them of administrative tasks, managing their calendar and generally helping them manage their day. You will thrive on working to tight deadlines and have a commitment to achieving excellence in everything that you do.

**Responsibilities & Duties**

**Executive Support**
- Complex diary management support
- Schedule and rearrange meetings (internal and external) and prioritise accordingly, often across multiple time zones with multiple participants
- Reschedule meetings, often at short notice, and communicate changes to managers and all participants
- Provide an overview of diary appointments and their “to do” lists
- Reschedule meeting and travel itineraries at short notice and communicate changes to partners and all participants
- Prepare any necessary paperwork and materials for meetings
- Coordinate domestic and international travel according to manager requirements, and reschedule as needed, often at short notice and includes flights, accommodation, transfers
- Organise and coordinate visas and other travel documentation as required
- Provide travel itineraries and ensure relevant business material relating to business travel is collated and presented well in advance of departure
- Raise changes and other stakeholders as required
- Support the Partner’s client development and marketing with external clients
- Co-ordinate preparatory meetings, lunches, dinners and events
- Assist Partners with activities which are part of their personal Marketing Plan
- Build and maintain collaborative relationships with clients and colleagues at all levels both internally and externally
- Manage confidential and sensitive information on a regular basis and act as a discreet sounding board for the Partner and other colleagues as appropriate
- Maintain database including regular updating of client contacts and activities, and ensure monthly Digital mailings are sent (e.g. Results Briefs, Industry mailings)
- Prepare and submit Partner’s expenses and timesheets, in a timely manner and ensuring accuracy with monthly reconciliation reporting
- Organise events and gifts as required on an ad hoc, whilst complying with company policies

**Qualifications & Experience**
- Experience at a senior level in a professional services environment
- Administrative qualifications desirable
- Advanced skills with Microsoft Outlook and internet
- Intermediate Word, Excel and PowerPoint skills

**Personal Attributes**
- Exceptional communication skills with the confidence to interact with a variety of stakeholders in a professional manner
- Ability to multi task, organise and prioritise with a logical and methodical approach
- Ability to problem solve in a demanding environment
- Accuracy, attention to detail and strong administrative skills
- Ability to work proactively and get the job done
- Ability to be flexible and work in a team environment
- Ability to remain composed under pressure and have a positive attitude

**Job Type**: Part-time

Work Location: In person

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