Executive Assistant

7 months ago

Melbourne, Australia McMillan Shakespeare Full time

The McMillan Shakespeare Group (MMS) is a trusted provider of salary packaging, novated leasing, disability plan management and support co-ordination, asset management and related financial products and services. From our origins in 1988 when we created Australia’s salary packaging industry to today, MMS has a proud history of innovation and exceptional service.

Through our subsidiaries, we offer a breadth of services and expertise designed to responsibly deliver superior long-term value to our clients and customers, which include Federal and State governments and some of the largest public and private sector, health and charitable organisations.

At the heart of achieving this mission is our team. Driven by a passion for the work we do, we work together with our customers to make a real difference to people’s lives.

As part of the Senior Leadership Team, the Executive Assistant provides key strategic, operational and administrative support to the Chief Executive Officer (Maxxia and RemServ)and other Senior Leaders where required.

Your role will play a central role in executive communications and effectiveness internally and externally and maintain a high degree of confidentiality. A pleasant and professional manner is essential.

**Responsibilities**:

- Provide high-level executive assistance and administrative support to the Chief Executive Officer, Maxxia and RemServ
- Assist in the production of weekly and monthly reporting, including Board and Executive papers
- Assist in the production of annual Budgets and Re-forecasts
- Manage correspondence and reports from a variety of sources, including confidential information, checking for accuracy and good quality presentation
- Draft and review correspondence for the Chief Executive Officer as requested.
- Coordinate internal meeting requests for time and information
- Attend to matters requiring attention or refer them to the appropriate authority in the company in the absence of the Chief Executive Officer
- Coordinate business appointments and travel arrangements for the Chief Executive Officer and other Senior Leaders where required
- Take and record minutes of meetings
- Develop and maintain effective diary and document management system.
- Managing the yearly meeting schedule of the Maxxia and RemServ Senior Leadership Team (arranging venue, hospitality, parking, accommodation etc)
- Be a coordination point to collate information for reports, to review formatting and grammar on behalf of the Chief Executive Officer
- Provide assistance with organisational-wide events (E.g. Board meetings, office events, lunches, functions)
- Complete monthly credit card expense reconciliations
- Raise purchase orders and arrange payment for vendor and supplier invoices
- Become an active member of the Maxxia and RemServ Critical Response Team by providing administrative support.

You will bring:

- Significant previous experience of providing personal/executive and administrative support at Managing Director/CEO level
- Experience in working with a wide range of people in a variety of roles
- Exceptional organisational and administrative skills including prioritising, monitoring and follow-up of all important issues and deadlines
- Project management - understands how to control and track project tasks and ensure delivery of objectives on time and on budget
- Good working knowledge of financial monitoring and management of budgets
- Experience of supporting the preparation of board level papers

What we can offer you:
- Our strong people-first culture- Flexible/hybrid working to enhance your work/life balance- Novated lease benefits and discounts- 12 weeks Paid Parental leave and access to our Parents Portal- Exempt Employee Share Plan- Paid Income Protection Insurance under MMSG default Super plan- Access to a broad range of learning and development programs- Career break and volunteering leave- Access to Employee Assistance Program and annual Flu vaccination- Lifestyle Rewards program

As an employer who embraces Diversity, Equity & Inclusion, we hold a collective commitment to foster an environment where all differences are valued and respected. We encourage Aboriginal and Torres Strait Islander people, individuals from all backgrounds, including those caring for and living with disability to apply.

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