Executive Assistant to CEO

6 months ago

Sydney, Australia Coates Group Full time

**Be Part of Our Next Chapter**

For over almost 60 years, our solutions have enabled impactful connections between some of the world’s leading brands and their customers. And while we’ve already done a lot of work we’re proud of, we’re just getting started

We’re a global technology company focused on creating dynamic, smart, personalised and engaging customer experiences powered by our range of digital hardware, our proprietary content management system and our industry leading signage solutions. (For example: If you’ve ordered in-store or in the drive-thru at McDonald’s somewhere in the world in the last few years, chances are you’ve interacted with our digital solutions.) We work in over 50 global markets and have 9 offices around the world, with a global headquarters proudly located in our founding home of Sydney, Australia.

Coates Group has the values of a family-owned business and the innovative spirit of a start-up, both which fuel our purpose - _Creating Connections. Empowering Partnerships. Always Evolving_. Through hard work, dedication and creativity, we’ve become industry leaders who have won awards and set records while remaining focused on continual growth and evolution. We are a 2x Australia Good Design Award winner and successfully completed the largest hardware deployment in Quick Service Restaurant history.

We are curious, charismatic, authentic and we value and leverage the diversity of our crew. We are imaginers, kindness enthusiasts, experts, creators, thinkers, challengers, collaborators and over-achievers. And together, as a Crew, we are revolutionizing the way the world’s leading brands leverage technology to drive the best customer experiences.

Coates Group is seeking a highly passionate and engaged Executive Assistant to provide executive level advisory support to the CEO and Owner of our global business.

In this role the EA will be require to efficiently manage all administrative responsibilities, handling communicating, ensuring smooth office operations and act as a reliable and trusted support system. Working with our Senior Leadership Team, you will be responsible for coordinating and measuring both strategic and tactical initiatives across the business.

**Individual Accountabilities**:

- Calendar Management, schedule and coordinate meetings, and events for the CEO. This includes managing complex and frequently changing schedules.
- Arrange and coordinate meetings, both internal and external on behalf of the CEO and Senior Leadership Team. This involves preparing meeting materials, ensuring necessary technology is in place, and organizing follow-up actions. Attendance at various meetings, taking minutes and distributing action items after.
- Coordination and execution of leadership off-sites, company town halls and EOY wrap-ups in collaboration with CEO, SLT and Internal Communications.
- Assist with a variety of cross-functional special projects on behalf of the CEO/SLT, that may include client and internal events, charity events and operational design of offices.
- Ownership and management of the Senior Leadership Team calendar.
- Work alongside the Chief Brand Officer & Communications Specialist on internal communications for the global business, ensuring business is kept informed of leadership priorities, company strategy, special announcements etc
- Support Company Secretary operations for the global business (including director signature requests, Board meeting minutes)
- Manage the onsite Administration Support Function to ensure smooth HQ operations, proactively identify and resolve operational and logístical challenges as they arise. Management of office budget.
- Track and manage expense approvals for the Senior Leadership Team, including preparing expense reports and ensuring adherence to the budget. Manage approvals for SLT leave requests.
- Represent the business and senior leadership team professionally in interactions with clients, partners, and other stakeholders when organising external meetings.
- Handle sensitive information with discretion and maintain a high level of confidentiality.
- Be flexible and willing to take on additional tasks or special projects as needed.
- On occasion, handle personal admin tasks for the CEO. This includes (but not limited to) running errands, arranging property maintenance, managing personal bookings etc).

**Qualifications and Experience**:

- 10+ years experience as a full-time executive support ideally supporting a CEO/Founder in a fast-paced technology environment.
- Highly proficient in Microsoft Office Suite (especially Outlook) and other relevant software (Slack, Canva, Confluence)
- Possesses solid project management experience to efficiently coordinate and execute tasks
- Brings strong communication experience to effectively liaise with stakeholders and streamline information flow
- Management of people and delegation experience preferred but not essential.

**About Coates**

We are indust

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