Executive Assistant

2 weeks ago

Macquarie Park, Australia HARTMANN Full time

**HARTMANN is a place where you matter and where you can make a real difference.**

**About HARTMANN**:
At HARTMANN, we're dedicated to making a difference. With over 200 years of experience, HARTMANN is a leading provider of healthcare products solutions in Australia and around the world. We are known for our commitment to quality and care, delivering innovative products and solutions to hospitals, consumers, aged care, pharmacies, clinics, and homes. We believe that health can empower people to make a positive difference in the world.

**About the Role**:
We are seeking an experienced **Executive Assistant & Office Coordinator** to play a key role in supporting our Executive Team. This position works under the Managing Director and supports her and the five directors across a variety of topics. This position is based at our National Support Office in Macquarie Park, NSW.

Hybrid working arrangements may be available and this is a permanent full-time role.

**What’s on offer**:

- Competitive salary package
- High-performing, flexible & family-friendly working environment
- Employee Assistance Program to enhance your well-being
- Modern office conveniently located near Macquarie Park metro station
- Secure onsite parking
- Birthday Leave
- Opportunities for professional growth and development
- Regular recognition of achievements and high performance

**Here is what your role will include**:

- Proactive management of Executive's calendars, appointments, meetings, and travel arrangements.
- Draft, edit and proofread documents, reports, presentations and agreements.
- Organise and prepare for meetings, including setting agendas and taking minutes.
- Plan and book travel, accommodation, transportation and organise and distribute itineraries.
- Monitor and order office supplies to ensure smooth operations.
- Coordinate and manage meetings.
- Organising and managing events, including logistics and coordination.
- Liaise with vendors and service providers to ensure timely delivery of services.
- Assist in monitoring and managing budgets for office expenses and events.
- Provide administrative support for various projects and initiatives as directed.
- Ensure the office environment is clean, organised and well-maintained.
- Act as a point of contact between executives and internal/external stakeholders.
- Prepare and submit expense reports for the Executives.
- Handle sensitive information with high discretion and confidentiality.
- Act as a role model of HARTMANN values to the wider organisation.
- Identify and address potential risks through proactive risk management.
- Proactively identifying needs and taking action without being prompted. Provide general administrative support as directed by the Executive Team.

**To be successful in this role, you will have/be**:

- Proven experience as an Executive Assistant and experience in looking after an office environment.
- Experience in event management.
- Ability to manage multiple tasks, prioritise, and keep track of various responsibilities, deadlines and action items across multiple stakeholders.
- Efficiently managing time to meet deadlines and handle urgent tasks.
- Strong verbal and written communication for interacting with executives and internal/external stakeholders.
- Ensuring accuracy in tasks such as scheduling, document preparation, and data entry.
- Ability to anticipate issues and find effective solutions quickly.
- Proficiency in Microsoft Office Suite and other office software.
- Ability to build and maintaining positive relationships with colleagues and external partners.
- Flexibility to handle changing priorities and unexpected challenges.
- Experience providing excellent service to internal and external stakeholders.
- Understanding and respecting diverse cultures and practices, especially in a global business environment.
- Self-starter and ability to work autonomously.
- Familiarity with risk management principles and practices.
- Operate with a high sense of professionalism and discretion at all times.

At HARTMANN we are committed to providing comprehensive training and professional development to all our employees. With us, excellent opportunities and exciting challenges await you. After all, our people are our future.

**How to Apply**:
All applicants must have full working rights in Australia.

Note: HARTMANN is an Equal Opportunity Employer committed to diversity and inclusion. All applicants must have full Australian working rights. Employment at HARTMANN is conditional upon the satisfactory completion of a National Police Check.

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