Executive Assistant

2 weeks ago

Sydney, Australia Aston Carter Full time

**Job Snapshot**:
**Location**:

- Sydney Other**Work Type**:

- Contract

**Category**:

- Admin/Customer Service

**Job ID**:

- 538728**Job Summary**:
Aston Carter's Global Leader in the Aviation/Transportation industry is looking for 11-month contract Executive Assistant

In this role as **Executive Assistant,** we are looking for someone who has previously supported multiple Executive Managers to provide accurate, confidential administrative support. The key purpose of this role is to provide high level secretarial and administrative support to the Financial EMs in managing the day to day requirements of the role including the coordination and management of all administrative functions.

**Key responsibilities**:

- Provide accurate, confidential administrative support to Executive Managers and their Senior Leadership Team, working independently or within a team as required. Including but not limited to diary management, external and internal stakeholder management, event management and overall office management.
- Manage correspondence pertaining to the EMs, ensuring all correspondence is directed to the appropriate department and responded to in a timely manner. Including requirements for meetings, speaking engagements and presentations.
- Manage Duty Travel as required. This includes both domestic and international logistics, travel, accommodation, expense management and both domestic/international agenda coordination for EMs/Chiefs (up to CEO level). This process requires a complex liaison between the stakeholders (such as lenders/shareholders) and internal roadshow attendees.
- Coordinate documentation needed for all relevant meetings, including those within the Calendar, such as diary alignment, briefing sessions, and agendas.
- Continuous improvement by coordinating where appropriate in the development and implementation of business projects, best business practices and fostering a strong network with internal and external stakeholders.
- Maintenance of a comprehensive filing system for all correspondence, board papers, itineraries and account documentation ensuring the continued effectiveness of the system in terms of being up to date, accessible, and compatible with company record management systems.
- As required, provide Executive Assistance support for other peers

**You’ll have**:

- Demonstrated ability to work with highly sensitive and confidential material
- Extensive experience providing administrative support to Executive Managers (EM) and their Direct Reports (DR) of a large and complex organisation
- Highly developed time management and organisation skills with the ability to prioritise and work to tight deadlines, with minimum supervision
- Strong interpersonal skills with the ability to effectively communicate with internal and external stakeholders
- Accurate work processing and spreadsheet skills, with proficiency in MS Office suite

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