C Suite Coordinator

3 months ago

North Sydney, Australia Invocare Full time

**Executive Support Coordinator
At InvoCare we are a community delivering outcomes that benefit the community at large. We work collaboratively and inclusively, building strong working relationships. Our portfolio is diverse and so are the opportunities for professional and career development. We are committed to providing our people with broad experiences to build a successful career. In this pivotal role, you will support and report directly to the Chief of Staff while providing essential assistance to the Executive Leadership Team. Working across multiple business units within InvoCare. This is a dynamic position that requires excellent communication skills, attention to detail, and the ability to work in a fast-paced environment.

We are looking for an energetic and professional **Executive Support Coordinator **who enjoys wearing multiple hats.

The main purpose of this role is to provide support to the Chief of Staff and Senior Leadership Team, so they can ensure the most effective and productive use of their time and attention can be focused on meeting key business and strategic goals.

**About Us**:
InvoCare is a leading provider of funeral services across Australia, New Zealand, and Singapore, renowned for our private memorial parks, crematoria, and pet cremation services, dedicated to providing exceptional services to diverse communities.

**What is this role about?**

As the Executive Support Coordinator, you will be responsible for supporting the day-to-day operational administrative function for the key business areas for our Chief of Staff and Executive Leadership Team.

The responsibilities in this role include but are not limited to the following:

- Provide timely and professional support to the senior People Leaders, undertaking a wide variety of administrative, support and coordination functions working with both internal and external parties.
- Assist the senior People Leaders, undertaking aspects of their role i.e., Calendar management, meetings, and travel coordination.
- Ability to handle confidential information with integrity.
- Liaise with internal and external stakeholders to coordinate cross-functional activities and ensure the smooth flow of communication across business units.
- Develop, prepare, and produce correspondence, documents, reports, spreadsheets, and presentations in a timely, efficient, and professional manner.
- Arrange meetings as required including management meetings and other such meetings. This may include meeting room set up and arranging catering.
- Arrange travel, conferences, and team training sessions.
- Coordination of events including celebrations and catering.
- Provide support and coordination of general office responsibilities.
- Reconcile and process monthly corporate expense claims, invoices and requisitions as required.
- Work closely with the Chief of Staff, IT Support and Admin Services teams to onboard new employees and offboard existing employees.
- Internal and External Event Support. _
- Assist in the planning and execution of small, medium, and large-scale events.
- Coordinate logistics for technical services, food and beverage, space setup and client management.
- Team Coordination. _
- Onboarding new employees.
- Coordinate and manage team events.
- Internal Team Communications.
- Promotion of company culture.
- Coordination, management, and input for calendar management.

In this busy, fast-paced role, you’ll handle a broad range of operational and administrative tasks. This integral position will allow you to grow and develop your skills while interacting across all levels of the business. You will be working across multiple business units, and each day brings a new challenge.

**What can you bring?**
- Previous office management and administrative experience successfully supporting Senior Management.
- Excellent written and verbal communication skills.
- The ability to prioritise tasks & problem-solve is crucial.
- Excels working in a team and positively contributes to the team culture.
- Organised and proactive.
- Previous experience in event planning.
- The ability to prioritise tasks & problem-solve is essential.
- Proficient with MS Office suite.
- Self-managed, can work well autonomously.
- Strong project management and time management skills across multiple calendars in a project support or coordination capacity.
- Demonstrated knowledge of training and development processes and proceduresSound financial capabilities including the lodging of claims and expenses.

**Qualifications**:

- What’s in it for you? _

When you join InvoCare, you become part of something bigger. You will work with a close-knit team with fantastic opportunities to learn and grow in your career. You’ll be working for a values-based organisation that supports development, and internal career moves.

**Exciting Location Update**:
Our InvoCare support office is currently located in North Sydney, but we are thrilled to announce our office will be relocati

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