Personal Assistant

2 weeks ago

Melbourne, Australia Adecco Full time

We are seeking a personal assistant to join our client with an asap start, 28 hours per week.

**Client Details**

Our client is an international group active in the design, manufacture and sale of finished watches, jewellery, watch movements and components.

**Description**
- Sort incoming mail and prioritise
- Preparation and submission for approval of all MD expense reports
- Coordinate MD's approval of required internal invoices and contracts
- When required schedule Outlook calendar appointments for MD
- Take MD phone calls and handle as required
- Be responsible for making MD, CFO and Human Resource Manager's travel arrangements as per SGA Business Travel Policy
- Support Finance with;
- Identifying and negotiating annual hotel corporate rates in agreed Australian/New Zealand cities
- Monthly reconciliation of travel bookings
- When required, book travel for international guests
- As required, organise company on-site and off-site meetings, including booking venue, organising catering, sending invitations, collecting RSVP's
- Support Human Resources Manager with the planning and execution requirements of annual functions for head office & retail employees
- Prepare and distribute agenda
- Take and distribute minutes of meetings
- Follow up required action items
- Support CFO with management of safety (maintaining proper records)
- Manage the procurement and supplies of general office requirements (e.g. stationery, printer/photocopier paper, paper recycling bins, coffee/tea/sugar, other sundry items)
- Organise and maintain general office utility areas
- Coordinate required business card orders
- Oversee logistics of the general office, including booking conference rooms and equipment for meetings
- In consultation with Human Resources Manager, manage the employee office car parking allocation

**Profile**
- Strong experience as a personal assistant
- Confidentiality
- Excellent customer service skills
- Exceptional organisational and time management skills
- Excellent attention to detail
- Able to deal with all levels of people including internal & external stakeholders
- Excellent written and verbal communication skills (include taking/writing minutes in meetings)
- Ability to cope under pressure
- Excellent computer literacy: Advanced Word, Intermediate Excel, Advanced PowerPoint, Advanced Outlook
- Flexibility
- Able to work autonomously
- Team player
- Pro-active

**Job Offer**

0000092755-1_168904127231132

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