Executive Assistant/team Assistant

3 weeks ago

Melbourne, Australia eTeam APAC Full time

To provide comprehensive and proactive administrative support and ensure the smooth and efficient running of the office for the Vice President Hydrogen Asia Pacific by supporting the VPs PA. The role will cover a wide range of administrative activities that support delivery of the Hydrogen agenda.
- Manage the Functional leader’s diary and ensure meetings are appropriately prioritized
- Organize and set up Leadership Team meetings, team-building events and conferences for the operating unit or function and manage all associated logistics within a defined budget (i.e. sourcing and booking venues, preparing and issuing pre
- read and agendas, inviting attendees and monitoring responses, organizing any technical equipment and ensuring it is in working order) to ensure all goes to plan at the time of the meeting/event.
- Plan and co-ordinate with attention to detail overseas/interstate travel bookings ensuring all travel documentation is up to date, full programs/itineraries are complete, vaccinations and travel safety requirements are in place and delegation of authority is issued for period of absence.
- Prepare the Functional leaders for upcoming appointments, meetings, conferences, townhalls and/or external visits by proactively providing them with all relevant materials in a timely manner
- Act as the first point of contact for both internal and external visitors, screen incoming telephone calls and correspondence by ensuring queries are dealt with efficiently, actioning responses and/or channelling to other areas for action where possible to minimize disruption to the Functional leader
- Maintain organization charts, distribution lists & other contact lists for the C&A & Marketing.
- Undertake administrative activities including but not limited to minuting meetings, the preparation of reports and presentations, invoice processing, processing of internal expenses, the creation and maintenance of registers and financial spreadsheets, general typing of correspondence
- Plan, co-ordinate and execute programs for BP VIP visitors including multi
- destination and use of tactful communication with various stakeholders.
- Lead and co-ordinate the internal communications (including but not limited to townhalls, teleconferences, updates and newsletters and other communications/events) in order for all levels across the operating unit/function to stay connected and informed.
- Undertake ad-hoc projects and administrative duties specific to the operating unit/function.

Essential Skills & Experience
- Extensive experience in an administration/business support role in a large, complex organization with significant experience in supporting senior executives
- Outstanding organization skills with the ability to manage competing priorities
- Proven ability to communicate across various levels of the organization and externally with high personal impact and interpersonal skills
- Strong written and verbal communication skills
- Strong customer service orientation - anticipates needs and strives to exceed customer’s expectations
- Experience with Corporate Travel Management
- Ability to exercise sound judgment and maintain strict confidentiality
- Ability to work independently with mínimal supervision.

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