Executive Assistant

2 weeks ago

Brisbane, Australia KordaMentha Full time

Job Title
Executive Assistant
Job Location
Brisbane
Division
Practice Management - Office Support
Description
- **Hours**:8.30 am to 5.00 pm (flexibility required)

**Reporting relationships**:4 Partners including Brisbane's Managing Partner, 3 Executive Directors and the wider Restructuring, Consulting, Real Estate and 333 Capital teams

**1. Objectives and Scope of the position**
- To provide direct assistance to 4 Partners (including Brisbane's Managing Partner) and 3 Executive Directors with the daily management of word processing, diary management and general secretarial support.
- To provide secretarial assistance to the Restructuring, Consulting, Real Estate and 333 Capital teams in the areas of event planning, word processing and general administration.

**2. Duties and Responsibilities**

2.1 Executive Assistant Management
- Provide diary management to 4 Partners.
- Organise meetings and luncheons for 4 Partners, including catering where required.
- Prepare various correspondence for 4 Partners and the Restructuring, Consulting, Real Estate and 333 Capital teams including formatting reports, letters, inserting signatures and securing PDF's.
- Organise travel itineraries (domestic and international), including booking travel and accommodation for the Restructuring, Consulting, Real Estate and 333 Capital teams.
- Prepare expense claims for 4 Partners and 3 Executive Directors.
- Prepare weekly timesheets for 2 Partners.
- Organise client functions and marketing events for internally and externally hosted events. Internal events require overseeing of set up and re-setting of front of house.
- Utilise CRM to manage events and maintain client contact database.
- Prepare and circulate minutes for Restructuring senior team meetings.
- Maintain office calendar with industry events and relevant information.
- Manage industry/corporate annual membership renewals and organise event tickets as requested.
- Prepare annual Real Estate licence renewals for 1 Partner and the Brisbane office.
- Prepare annual ASIC liquidator lodgement renewals for 2 Partners and 1 Executive Director.

2.2 General Administration
- Assist with printing, photocopying and binding of reports and other documents as required.
- Assist with preparing mail-outs.

2.3 Back-up support
- Assist with various staff requests such as meeting room bookings.
- Assist with Equifax searches.
- Reception relief when Receptionist is not available.

**3. Qualifiications and experience/ skills required**
- Excellent telephone manner.
- Well presented.
- Client service oriented.
- Ability to interact in a professional manner at all times.
- PC literate including advanced Microsoft Office 2013 (Word, Microsoft Excel, PowerPoint and Outlook).
- Ability to manage areas of responsibility and take initiative.
- Ability to work independently as well as part of a busy and dynamic team.
- Desire to take ownership of tasks assigned.
- Strong verbal, interpersonal and communication skills.
- Accurate spelling and typing.
- Flexibility, in relation to working hours, as well as being able to change priorities and tasks as required.
- Attention to detail.
- Ability to adopt a 'hands on' approach.

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