Executive Office Manager

2 weeks ago

Pinkenba, Australia FLSmidth, Inc. Full time

You will be a part of the leading brand in the cement and mining industries. And we want to become even better. We also know we can only drive success and excellence with competent, passionate and engaged employees. We know you want to be successful at work and at home, and together we can ensure that both our business goals and your personal aspirations are met.

About the Role:
This role provides support to the Regional Senior Leadership team through planning, organising and supporting the team’s activities, with an emphasis on data and leveraging the use of digital technology to enable collaboration. Building strong relationships with the Executive, IT and Administration teams to ensure effective and efficient business practices and professional communication into and out of the executive office by all mediums.

Job Scope:
Support to Regional Senior Leadership team:

- Management of all correspondence into and out of the executive office by all mediums with meticulous attention to detail.
- Provide an effective system for diary management and travel for the Regional Senior Leadership team to ensure efficient time management and ensure alignment and effective co-ordination.
- Act as the communication link and provide Regional Senior Leadership team with regular updates/reports on activities and projects as required.
- Strategically manage the calendar of the Regional Senior Leadership team, to ensure alignment and effective co-ordination of the ALT.
- Schedule meetings, prepare agendas, presentations and reports, take minutes and co-ordinate logistics, video-conferencing and teleconferencing.
- Follow up on all actions developed during ALT’s to ensure accurate updates are provided.
- Maintain Leadership team data base in Microsoft Teams to establish a collaboration platform that is conducive to internal communication & whereabouts within the team.
- Produce and maintain confidential records, correspondence and high quality engaging presentation material.
- Support the leadership team to fully leverage digital technologies available to enable collaboration outside the office using nothing more than hand held devices.
- Develop relationships to ensure effective communication between the ALT and other Management Teams.

Building/Facilities and Services Management:

- Organisation of essential kitchen and stationery requirements.
- Ensure relevant administrative tasks are up to date and accurate (e.g. invoice coding)
- Communication with the cleaning services company including any issues that may arise.
- Organisation of a handyman and any work that is required throughout the building.
- Arranging for the archiving and document management for the site, including Executive Storage and the allocation of space in the facilities, and management thereafter.
- Direct management of the reception area and receptionist and ensure that it is manned during business hours and arrange coverage for lunch and leave requirements.
- Develop relationships to ensure effective communication between key stakeholders within the Australian operations.
- Negotiation of key travel arrangements and management of external suppliers where appropriate
- Ensure Internal communication is effectively delivered throughout all of FLSmidth’s Australian businesses.

Events:

- Organisation and facilitation of nominated corporate events and entertainment (excluding Marketing).
- Management of catering for nominated functions.
- Provide assistance to others who are responsible for organizing events.

Projects:

- As agreed on a case-by-case basis manage specific projects for the Regional Senior Leadership team

Knowledge, Skills & Experience
- Ability to work under pressure and engage collaboratively with a wide range of internal and external stakeholders.
- Strong attention to detail and accuracy and sense of urgency.
- Advocate for leveraging digital technologies to enable collaboration and simplify tasks.
- Advanced digital literacy, including but not limited to Video Conferencing, Skype for Business, Office365 including SharePoint, OneNote, Word, PowerPoint, Outlook and Excel.
- Strong customer service focus.
- Preparedness to take direction and work unsupervised.
- Ability to proactively problem solve and provide appropriate solutions.
- Ability to deal with confidential information and act with integrity.
- Flexible, self-motivated with demonstrated initiative.
- Highly developed time management and organisational skills.
- Highly developed corporate networking skills, with a substantial peer network.
- 5 years’ experience working as an Executive Assistant to multiple senior managers in a medium to large size company, ideally with a Global presence.
- Event management experience
- Willingness to learn and undergo job specific training (ex. software/project/sampling)
- Demonstrated ability to deliver in a fast paced, changing environment while maintaining high attention to detail.

Education
- Bachelor degree in relevant discipline d

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