Executive Assistant

2 weeks ago

Sydney, Australia C-Suite Partners Full time

15-16-months contract (maternity leave cover)
- Full-time role - Monday to Friday
- Melbourne or Sydney with flexible working environment

C-Suite Partners is an international search, leadership and advisory firm with a dedicated focus on the healthcare sector with offices throughout Australia, Singapore, Hong Kong, the Philippines and the Middle East region.

The Executive Assistant to the Global Managing Partner will provide high level administrative and operational support to the Global Managing Partner across the Executive Search, Leadership and Advisory functions of the organisation across the Asia Pacific region. You will provide this support by overseeing communications and taking the lead in the administrative expectations and tasks to ensure effective organisational flow for all office / executive operations. This role may require providing additional assistance and personal support to senior managers of the business to ensure they can perform their role in the most optimised way.

**Role and Responsibilities**:

- Maintain the schedule of the Global Managing Partner such as meetings, conference calls and high priority tasks across different time zones
- Coordinate the executive group’s travel schedules, itineraries and reservations
- Prepare materials as required by the executive team for conferences, correspondence, appointments, meetings, telephone calls, etc.
- Provide high level of administration support of items of a confidential nature including legal, financial and staffing by using considerable judgment and initiative to determine the approach or action to take in non-routine situations
- Prepare business documents, special/one-time reports and summaries, as required
- Assist in the development of the work group's budget, business planning, and related planning functions
- Support and implement marketing and media campaigns both locally and across the Asia Pacific region
- Field incoming enquiries and filter to the relevant business department
- Database maintenance and administration across various platforms
- Screening and resourcing of internal and external talent when required
- Oversee coordination of different stakeholders in the business to achieve deadlines and goals
- Contribute to team efforts by supporting other colleagues when required, providing efficient assistance in a timely manner
- Performing any other duties of a similar nature as required

**Experience**:

- Minimum of 4+ years of relevant work experience as an Executive Assistant supporting executives in a professional services firm, ideally from Executive Search background
- Ability to work in a fluid growth environment with a start-up mentality
- Ability to demonstrate initiative to identify opportunities, anticipate problems and take action to rectify the situation
- Effective diary management
- Highly experienced in using Microsoft suite and ability to adapt and learn to new software programs
- Strong adherence to office management, filing and procedures to effectively run office
- Ability to establish rapport and build strong relationships with a broad range of internal and external stakeholders to achieve favourable results
- Exceptional verbal and written communication skills
- Ability to handle multiple deadlines and priorities work under pressure
- High degree of accountability and attention to detail
- High levels of enthusiasm, energy and resourcefulness
- Previous experience interacting with executives in a professional manner
- High level of commercial acumen
- Ability to work autonomously on tasks as a part of a high performing, supportive team

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