Executive Assistant

2 weeks ago

Sydney, Australia Macdonald & Company Full time

Our client develops and invests in high-quality real estate properties, projects and companies around the world. They invest internationally alongside strategic partners and major real estate funds that are leaders in their markets. They are a leading Global Real Estate Investor. They are looking to hire an Execituve Assistant in their new Sydney office.

Your main responsibility is to assist the Head of Portfolio and Asset Management, APAC, and to coordinate their calendar, internal and external appointments, and local and international travel. You will also assist the Sydney team and provide support to other teams across the APAC region. This position requires the services of a high-level partner who possesses the expertise to deal with senior company executives in a fast-paced environment, who is known for their keen organizational skills, who is able to collaborate effectively with various business units and who is adept at solving problems before they escalate. You must be self-motivated, reliable and able to use the technology at their disposal to address needs and facilitate their daily work. Main duties include the following:

- Proactively provide high-calibre support and anticipate the needs of the Head of Portfolio and Asset Management, APAC;
- Assume full control and management of their calendar: schedule appointments; manage and confirm meeting facilities and attendees; set up business lunches and dinners; coordinate travel time; etc.;
- Coordinate all local, national and international travel arrangements (itineraries, visas, airline tickets, hotels, drivers, etc.);
- Stay in constant communication with the Head of Portfolio and Asset Management, APAC while they are travelling abroad; see to any matters that can be settled in his absence in an appropriate manner;
- Promptly and tactfully respond to enquiries from internal stakeholders, partners and senior executives;
- Filter incoming calls and appointment queries, prioritizing people and situations that require their more immediate attention.
- Handle confidential and sensitive information with due care and discretion;
- Follow up on travel and other expenses to facilitate reconciliation operations. Upload and track reimbursement and credit requests in the Concur system;
- Brief the Head of Portfolio and Asset Management, APAC on external stakeholders and topics and matters to be addressed prior to calls or meetings;
- Obtain the Head of Portfolio and Asset Management, APAC signature on documents requiring their authorization;
- Collaborate and assist with other assistants in APAC who support the APAC team;
- Coordinate and collaborate with other executive assistants globally to foster effective communication, contribute to the execution of joint projects, etc.;
- Coordinate the planning of occasional special events;
- Provide the necessary administrative support, including the preparation of various documents such as presentations for senior management and various committees (slide shows, executive summaries, correspondence, memos, etc.).

Key requirements
- 6-7+ years of experience as an executive assistant;
- Excellent written English; solid business writing skills;
- Knowledge of written and spoken French is an advantage;
- Proven communication skills;
- Strong interpersonal skills; keen sense of tact and diplomacy;
- Rigorous and detail
- and results-oriented;
- Effective multitasker with excellent time management and prioritization capabilities;
- Ability to perform under pressure with little or no supervision;
- Proficiency in Word, Excel, Outlook and PowerPoint;
- Self-motivated, outgoing, highly organized, discreet and flexible;
- Team spirit and ability to work with people at all levels.

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