Executive Team Assistant

3 weeks ago

Hawthorn, Australia Compass Education Full time

**Come shape the future of education with us.**

At Compass, we love working with schools and strive to deliver new innovations, functions, and process improvements as new technology becomes available. Our services are specifically designed to improve not only the school process but also community culture and student learning outcomes.

Compass is a product that genuinely provides students, teachers, and parents with an improved educational experience. You can leave at the end of each day knowing you made a difference to a student's education or helped make a staff member’s day just that little bit better.

Our school management ecosystem is now used in more than 3,000 schools across Australia and beyond. We’re joined by over 250 members of the Compass team, delivering smart school management solutions around the world.

**About the Role & Team**

We’re looking for an enthusiastic and detail-oriented Executive Team Assistant to join our dynamic team.

This pivotal role is perfect for someone who thrives in a busy environment and has a passion for making everything run smoothly. You’ll provide top-tier administrative support to our Executive Leadership Team to ensure effective ways of working while having a real impact on the day-to-day operations of our Melbourne office to keep it a well-oiled machine.

**Executive Support**
- Provide a high-level of executive support to the Executive Leadership Team (ELT).
- Plan and coordinate events and meetings on behalf of the company and ELT including town halls, client meetings and board meetings.
- Arrange travel schedules, reservations, and manage expense claims for ELT members.
- Prepare documents, presentations and other forms of correspondence for Executive, Board and Client meetings.
- Prepare research, pre-reading, and background information for meetings, compiling concise meeting minutes that reflect key discussion items, decisions and action items.
- Contribute towards and support the coordination of various projects as needed.

**Office Management**
- Oversee daily office operations of the Melbourne Office, ensuring it runs efficiently.
- Act as the first point of contact for visitors, building management and office issues.
- Ensure the office remains tidy and well-stocked, including kitchen, meeting rooms and common areas.
- Daily kitchen, dishwasher & coffee machine cleaning & restocking.
- Assist with organisation of staff gifts, awards and thank you gifts for stakeholders.
- Escalate notification of needed repairs and maintenance of the office amenities to our Foundations / Facilities Executive, coordinating repairs as needed.
- Coordinate couriers, deliveries & be responsible for daily mail management.
- Develop standards and promote activities that enhance operational procedures within the office.
- Monitor company car registers and coordinate car bookings for employees.
- Provide ad-hoc support to other areas of the business as appropriate.

**Events & Travel**
- Organise and coordinate various events, such as leadership meetings, offsites, staff activities, team lunches and Christmas parties.
- Coordinate any catering or travel arrangements for these events.
- Book travel for AU staff, including flights, accommodation, and car hire. End to end management of corporate travel arrangements for all team members, guests and clients.
- Developing initiatives to refine and upgrade operational processes, enhancing team member and client experience.
- Assist People & Talent with culture event organisation & catering.

**Requirements**:
**About You**

You will have:

- 3+ years experience as an Executive Assistant supporting senior leaders, ideally at the C-suite level, in a fast-paced corporate environment.
- A proactive approach to problem-solving - you anticipate challenges and proactively address them, coordinating logistics and resolving issues to keep the schedules running smoothly.
- Excellent communication skills - you have exceptional written and verbal communication skills as well as the ability to listen effectively to stakeholder concerns or requests.
- A sharp eye: you have a keen eye for detail, enabling you to produce accurate documentation, spot inconsistencies, and ensure that action items are thoroughly tracked and addressed.
- Confidentiality - you handle sensitive information with the utmost discretion.
- Exceptional organisational skills - you have a high level of resilience and adaptability and are able to juggle multiple tasks and priorities in a dynamic environment, adjusting quickly to the demands of the role.
- A strong sense of initiative - you approach every challenge with a can-do spirit, are highly resourceful and motivated, and work effectively independently and within a team environment.

**Benefits**

**What’s in it for you?**
- We come together with our unique strengths to work towards a common purpose - shaping the future of education. When you join our team, you will collaborate with individuals who are passionate

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