Personal Assistant and Operations Coordinator

2 weeks ago

Sydney, Australia Mirvac Full time

Mirvac is an Australian property group with a clearly defined purpose to 'reimagine urban life'. For over 50 years, we've dedicated ourselves to shaping Australia's urban landscape. Our evolution has been significant, growing from a small joint venture to a thriving ASX-listed property group that leads the way in sustainability, innovation, safety and placemaking.

At Mirvac, we know that it’s our people, their passion and expertise and the exceptional experiences we create for our audience, that defines us.

Our opportunity

We have an exciting opportunity for a Personal Assistant and Operations Coordinator to join our Sydney Team. You will provide professional and comprehensive administrative support to both the GM Strategy & Operations and General Counsel for Development. The role will also include day-to-day support of key business operational activities to facilitate the smooth running of the Development business.

**Your duties include but are not limited to**:
Coordinate internal approval processes including facilitation of meetings, management of actions, approval and sign off and follow-up of outstanding items. This activity includes liaison with CoSec teams.
Coordinate the capital and new business approval processes including documentation for submission, approval and sign off where required, including follow-up of outstanding items.
Assist in maintaining appropriate systems, procedures and controls with a focus on continuous improvement initiatives, including liaison with the Mirvac Digital team to implement.
Create, update and maintain divisional SharePoint sites as required to facilitate knowledge sharing and communication of key business activities.
Assist with project management and administrative actions required for legal matter management.
Project manage legal training for the business including coordinating external presenters, keeping record of attendees and making training available.
Prepare and distribute communication, reports, presentations and other documentation to Mirvac branding standards.
Update planning calendar and team organization charts.
Take and prepare meeting minutes and issue agreed actions as required.
Organise travel arrangements and itineraries.
Arrange payment of invoices and timely processing of monthly expenses.
Assist with the induction of new staff or exiting staff where appropriate.
Update/use databases or online systems as required including planning calendar and organization charts.
Manage coordination of team activities, conferences, meetings and events.
Maintain key Development SharePoint sites, including the Development site and Legal Hub, and specific team subsites.
Assisting with any projects or undertaking additional duties as reasonable required.

Your point of difference

To be successful you will have moderate experience in a management environment, demonstrated experience in a high-volume administrative role with conflicting priorities and ideally with some legal secretary or paralegal experience.

Experience in building trusted relationships with senior managers and a broad range of stakeholders, as well as experience in improving business processes utilising technology.

Exceptional time management, organisational, communicative and customer service skills is desirable.

Finally, you will have an ability to recognise, problem solve, proactively resolve stakeholder issues, and multiple & competing priorities efficiently.

What sets us apart
Mirvac's team is our most valuable asset, and we invest in our people accordingly. A huge part of this is creating a positive workplace environment, where people are respected, encouraged and rewarded.

We're proud to have built a culture of inclusivity, innovation and collaboration, becoming a place where people genuinely want to work. We feel fortunate to have so many talented, purpose-driven individuals on our team and our distinctive employee benefits highlight one of the ways we show our appreciation covering Lifestyle, Wellbeing, Community and Learning & Development - and with employee engagement exceeding 90%, it seems this appreciation goes both ways.

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