Executive Assistant

7 months ago

Brisbane, Australia Aveva Full time

AVEVA is a global leader in industrial software. Our cutting-edge solutions are used by thousands of enterprises to deliver the essentials of life - such as energy, infrastructure, chemicals and minerals - safely, efficiently and more sustainably.

We’re the first software business in the world to have our sustainability targets validated by the SBTi, and we’ve been recognized for the transparency and ambition of our commitment to diversity, equity, and inclusion. We’ve also recently been named as one of the world’s most innovative companies.

Role: Executive Assistant (Fixed Term Contract)

Location: Brisbane, Australia

Reporting to: Vice President & Market Leader Pacific

About the role

In this role, you will be play a pivotal role in supporting the Vice President - Pacific and members of the Pacific Leadership team/s as required. This position requires an Executive Assistant with exceptional organizational skills, attention to detail, discretion, and the ability to handle a wide range of administrative and executive support tasks whilst ensuring they are ‘one step ahead’ of the VP’s busy schedule. The Executive Assistant serves as a primary point of contact for internal and external stakeholders, manages executive schedules, coordinates meetings and events, and handles confidential information with professionalism and integrity.

Main Responsibilities

Your responsibilities will include, but are not limited to:
- Efficiently manage and prioritise calendars including scheduling meetings and appointments, assisting with travel arrangements and meeting venues. Anticipate scheduling conflicts and proactively resolve them-
- Organize and coordinate meetings, conferences, and special events, including preparing agendas, materials, and presentations. Ensure that meeting logistics are handled smoothly, including room reservations, catering, and audiovisual equipment setup. Where required, attend meetings to record minutes and key actions- Manage office requirements for the Brisbane office, including management of the virtual receptionist system, collection and management of mail/deliveries, ordering supplies, managing office equipment, maintaining office facilities in a presentable manner, and coordinating maintenance requests.- Assist with onboarding new staff members and provide administrative support to other departments as needed.- Arrange domestic and international travel accommodations, including flights, hotels, transportation, and visas. Provide detailed itineraries and ensure that travel plans align with executive preferences and business objectives.- Maintain organized and up-to-date electronic and physical filing systems for VP documents, reports, and records. Ensure confidentiality and accuracy in handling sensitive information.- Track and reconcile executive expenses, including processing reimbursement requests, reviewing receipts, and maintaining expense reports. Coordinate with finance department as needed.- Assist with special projects and initiatives as assigned by the VP and/or Leadership Team, including research, data analysis, and presentation preparation. Collaborate with team members to ensure timely completion of projects.

Knowledge, Skills & Experience Required- Proven experience as an executive assistant or similar role, supporting VP-Level executives or senior management- A passion for administration and customer service- Exceptional attention to detail- Advanced in Microsoft Office Suite and other productivity tools.- Proactive nature and ability to take initiative- Discretion and confidentiality in handling sensitive information.- Strong organizational and multitasking abilities.- Flexibility and adaptability to changing priorities and deadlines.- Professional demeanour and interpersonal skills, with the ability to interact with individuals at all levels of the organization.

AVEVA is an Equal Opportunity Employer. We are committed to being an exemplary employer with an inclusive culture, developing a workplace environment where all our employees are treated with dignity and respect. We value diversity and the expertise that people from different backgrounds bring to our business.

Come and join AVEVA to create the transformative technology that enables our customers to engineer a better world.

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