Executive Assistant

7 months ago

South Melbourne, Australia Think HQ Full time

We are seeking an experienced and motivated **Executive Assistant**, reporting directly to the Founder & Managing Director. The successful applicant will be highly organised, a great communicator, positive, flexible, and able to develop internal and external relationships to ensure the seamless execution of all tasks. Ideally, we are looking for someone with communications agency experience.

This is a full-time role and we are all in our South Melbourne office Monday, Wednesday and Friday. Flex start and finish times are the norm.

**About us**

At Think HQ, we believe that good communications can change the world. And that all starts with a thoughtful, strategic approach.

We unapologetically seek out work that will have a genuine positive impact. We all know where we are headed, and we’re united by our mission to make change. Our growth is underpinned by our values.

We’re a diverse bunch; ex-journos, filmmakers, social researchers, PR professionals, community engagement specialists, writers, animators, designers, and strategists who love what we do.

We're a genuinely collaborative, full-service communications agency working across public relations, advertising, multicultural communications, strategy & insights, web design, animation, film and audio production; and more. Our skills are diverse, but we’re all united by our passion for projects that deliver positive outcomes for people, places and the planet.

As we continue to rapidly grow our team and our offering, and commit to building Australia’s most inclusive communications agency, it's an exciting time to join the Think HQ Group

**Responsibilities**:
**Some of the things you’ll be doing in this role include**:

- End-to-end management of the MDs calendar, including scheduling meetings, travel, and appointments, collating reports, preparing documentation and presentations, facilitating their workflow and ensuring you prioritise and gatekeep when needed
- Understanding and predicting the needs of the MD to ensure they are provided with the information and resources they need to prioritise, prepare and undertake their work in an informed way
- Acting as the first point of contact for all MD enquiries, demonstrating sound judgement skills
- Providing administrative support, including scheduling, agenda preparation and minute-taking for multiple Boards and committees.
- Building and maintaining great relationships with internal and external stakeholders by providing the highest standard of pro-active engagement.
- Maintaining excellent internal communications and progress updates with team members
- Utilising your tech savviness and organisational skills to manage critical projects, overseeing timelines, tracking progress and adjusting deliverables along the way Help prepare presentations for conferences and client presentations**About you**:

- A strong demonstrated history as an Executive or Team Assistant. An ex client management professional would also be suitable.
- You are a well-presented, self-motivated individual who is bright and enthusiastic with exceptional interpersonal skills.
- Highly organised and structured with planning.
- Able to work under pressure and within tight time frames.
- Flexibility and responsiveness to change in direction and priorities as required.
- Proactive and able to demonstrate initiative to anticipate and resolve problems quickly.
- Ability to exercise discretion and maintain the highest level of confidentiality. Proficient in using office software and productivity tools, with an ability to prepare and analyse various reports**Job Function**: Executive Assistance

**Location**: South Melbourne, Australia

**Engagement**: Full-time (but open to four days)

**Job Type**: Permanent

Think HQ is committed to providing a unique work environment by rewarding talent, celebrating diversity and encouraging forward-thinking. We are an equal opportunity employer, and we are committed to building a diverse and inclusive workplace. All qualified applicants will be considered for this position without regard to race, culture, religion, sexual orientation, gender identity or disability. We encourage Aboriginal and Torres Strait Islander peoples and people of all backgrounds to apply.

**To apply**

To apply, please send us your CV and cover letter highlighting why you feel you are the right person for this role via the link below.

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