Executive Assistant

2 months ago


Melbourne, Australia ORIMA Research Full time

Posted: 03/09/2024

Closing Date: 26/09/2024

Job Type: Permanent - Full Time

Location: Melbourne

Job Category: Administration

**About us**:
ORIMA Research is a private Australian-owned professional services firm that provides market and social research, data analytics, organizational performance improvement and related advisory services. We are a genuine public sector research specialist, whereby over 90% of our clients are in the government sector. Established in 1996, we now have around 70 professional staff working across four offices in Melbourne, Canberra, Sydney and Brisbane.

ORIMA is a values-based organisation, and we pride ourselves on our service ethos, high performance culture, innovation, integrity and focus on helping our staff to thrive. We are:

- People who believe in the value of evidence-based approaches to inform government decision making;
- Lateral thinkers and problem solvers - we find the best solutions for our clients; and
- From a diverse range of qualifications and professional backgrounds.

This supporting position is an exciting opportunity for someone with at least 5 years’ experience as an Executive Assistant or similar role. This is a role you can truly own and make a difference in. It will enable you to be part of a high performing professional services organization that makes a significant positive impact on the wellbeing of Australians through supporting market and social research, advisory and data services that informs government policies, programs and initiatives.

Please note flexibility with hours is required to effectively support the Founding Director who travels frequently and undertakes evening work related to projects. The role works from our light-filled, fresh, newly renovated offices in Collingwood, Victoria, on the edge of Melbourne CBD.

This role will suit an early-career Executive Assistant familiar with supporting business owners and senior executives, with the opportunity to be involved in social research project work.

Key priorities of the role include:

- Providing high-level organisational and administrative support to the Founding Director, primarily, and the Managing Director and Chief Operating Officer, secondarily, who are generally self-sufficient. This is approximately 50 per cent for the role; and
- Undertaking research support for projects, which are generally being led by the Founding Director and the Qualitative Research teams that report to her. This is approximately 50 per cent for the role.

**Key Duties**:
Typical tasks associated with **EA and Corporate** components of the role include:

- Diary management, scheduling meetings, appointments and tasks. Preparation of daily meeting folders.
- Meeting preparation and co-ordination (e.g. scheduling, organising agendas, taking minutes and update action items, distribute pre and post meeting reports and documents, track and follow up on actions ).
- Monitor plans, priorities and deadlines.
- Assist in time management, managing tasks and workflow, keeping track of deliverables (e.g. reports, proposals) and project status.
- Liaise with other ORIMA staff on deliverables and tasks, proactively following up Project Managers for reports, proposals and other deliverables needing to be cleared by Directors.
- Organise travel (flights, accommodation).
- Liaise with clients and external stakeholders on behalf of the Directors.
- Manage confidential information, with highly developed discretion.
- Manage expenses.
- Manage/complete time sheets
- Prepare and co-ordinate published information such as fact sheets requiring simple graphic design and formatting.
- Undertake general ad hoc administration (e.g. minute taking, binding, folder management).

Types of tasks associated with **Research Project Support** component include:

- Prepare and draft basic written proposals using templates, PowerPoint slides, mailouts and other written documents.
- Provide fieldwork management backup for the Qualitative Research Division and support other qualitative project co-ordinators, at peak times or when absences occur.
- As required, book stakeholders for interviews, schedule calls, undertake survey reminder follow up calls and as part of a team, take inbound Hotline calls from survey participants as required.
- Proactively raise issues/make suggestions/plan solutions to ensure that project timelines and deliverables are met.
- Assist other staff and projects as required.

**Desired Skills and Experience**:
**About you**:

- Australian citizen or permanent resident
- Demonstrated experience supporting senior management/business owners as an Executive Assistant - anticipated at least 5 years’ relevant work experience
- Experience working in a professional services, consulting, external client interacting organization is highly desirable.
- Previous experience in communicating with Senior and Executive level staff in the public or private sectors advantageous, though not essential
- Strong proficiency in the



  • Melbourne, Victoria, Australia CS Executive Group Full time

    About the RoleThis is a full-time position for an Executive Assistant to the Chief Executive Officer located in Sydney. The successful candidate will provide high-level executive support to the CEO, including strategic schedule management to optimize the CEO's focus on critical tasks.You will support the CEO in managing relationships with key internal and...


  • Melbourne, Victoria, Australia CS Executive Group Full time

    About the RoleThis is a full-time position for an Executive Assistant to the Chief Executive Officer located in Sydney. The successful candidate will provide high-level executive support to the CEO, including strategic schedule management to optimize the CEO's focus on critical tasks.The role supports the CEO in managing relationships with key internal and...

  • Performance Executive

    5 months ago


    Melbourne, Australia Six Degrees Executive Full time

    Location: - Melbourne- Job Type: - Permanent- Salary: - $94350 per annum- Contact: - Navia Krishna**About the role**: *** Six Degrees Executive is pleased to announce a strategic partnership with an innovative Media agency. We present a unique opportunity for an experienced Performance Executive to join our ranks. With a legacy spanning over a decade, our...


  • Melbourne, Victoria, Australia CS Executive Group Full time

    About the RoleThis is a full-time position for an Executive Assistant to the Chief Executive Officer located in Sydney. The successful candidate will provide high-level executive support to the CEO, including strategic schedule management to optimize the CEO's focus on critical tasks.The role supports the CEO in managing relationships with key internal and...

  • Marketing Executive

    5 months ago


    Melbourne, Australia Six Degrees Executive Full time

    Location: - Melbourne- Job Type: - Permanent- Salary: - $85000 - $110000 per annum- Contact: - Hong Silver**About the organisation** Our client is an established national industry association focussed on servicing over 16,000 members nationally and globally through education, training and business advisory. They set the professional standards and best...


  • Melbourne, Victoria, Australia Six Degrees Executive Full time

    General Manager Opportunity at Six Degrees ExecutiveSix Degrees Executive is partnering with Signature Hospitality Group, the home of The Sporting Globe Bar and Grill, to find a talented General Manager to oversee the Operations, Learning & Development, and Marketing functions for the brand.About the RoleThe General Manager will play a pivotal role in...

  • Executive Assistant

    5 months ago


    Melbourne, Australia Launch Recruitment Full time

    APS 5 opportunity - pay across the band - WFH flexibility available - Flexible start date Launch Recruitment has established relationships across federal government agencies. As such, we have been engaged to assist in the sourcing an experienced APS5 level Executive Assistant for one of the fastest growing departments in Canberra. This role will be...

  • Executive Assistant

    4 weeks ago


    Melbourne, Victoria, Australia MJD Recruitment Full time

    Executive Assistant OpportunityWe are seeking a highly skilled and experienced Executive Assistant to join our team at MJD Recruitment. As an Executive Assistant, you will provide administrative support to our senior executives, ensuring the smooth operation of our business.Key Responsibilities:Manage complex calendars, schedules, and itineraries for senior...

  • Executive Assistant

    6 days ago


    Melbourne, Australia KordaMentha Full time

    Administration/Support/Service | Closing Date: 08/12/2024 KordaMentha is an advisory and investment firm helping clients to grow, protect and recover value. With an expansive team of 450 specialists across the Asia-Pacific region, our diversity is our strength. The Office Support team is a group of professional individuals with experience in executive...

  • Executive Assistant

    7 months ago


    Melbourne, Australia Sharp & Carter Full time

    SUPER flexible working | A fun, dynamic and inclusive team! - Highly varied role including projects & events | Work with a team of EA's - Competitive salary and excellent perks | Progressive organisation **About the role**: This is a unique and challenging role that supports two Executives! The purpose of the Executive Assistant is to provide...

  • Executive Assistant

    5 months ago


    Melbourne, Australia Charterhouse Full time

    Executive Assistant | Boutique Financial Services Firm Executive Assistant supporting 4 Executive Directors, working for a Boutique Financial Services Firm - **Executive Assistant**: - **Boutique management firm**: - **Flexible working environment** - Join this leading financial services firm where you will be supporting 4 Executive Directors to assist on...

  • Executive Assistant

    5 months ago


    Melbourne, Australia HAYS Full time

    Executive Assistant - 6-month fixed term contract - Not for Profit in Melbourne's South East **Your new company** The organisation operates as one of the six Primary Health Networks in Victoria, Australia. Its primary mission is to enhance primary healthcare services for approximately 1.5 million residents in the south-eastern Melbourne region. Funded...

  • Executive Assistant

    3 weeks ago


    Melbourne, Victoria, Australia MJD Recruitment Full time

    Executive Assistant OpportunityWe are seeking a highly skilled and experienced Executive Assistant to join our team at MJD Recruitment. As an Executive Assistant, you will provide administrative support to our senior executives, ensuring the smooth operation of our business.Key Responsibilities:Manage complex calendars, schedules, and itineraries for senior...

  • Executive Assistant

    5 months ago


    Melbourne, Australia Healthcare Professionals Group Full time

    **Benefits** - Be part of a supportive and stable working environment - Working within a global team - Monday to Thursday position **About the company** Work within a large global Biotechnology company that boasts a good company culture that is always expanding. About the opportunity The Executive Assistant will play a vital role within the company...

  • Executive Assistant

    2 months ago


    Melbourne, Australia Department of Education Full time

    Location: Melbourne | CBD Job type: Full time Organisation: Department of Education **Salary**: $76,817 - $93,274 Occupation: Administration/Secretarial Reference: VG/DE/PES/20002169A The Executive Assistant is responsible for executive and divisional administrative support functions to support the effective delivery of department objectives in a way...

  • Executive Assistant

    5 months ago


    Melbourne, Australia Crown Melbourne Full time

    (**Job Number**: MEL15510) **Executive Assistant** **Crown Melbourne** At Crown, our overall success is achieved through a combined team effort, therefore we strive to provide opportunities for our employees to learn, grow and thrive in a positive and supportive work environment which embraces diversity and inclusiveness. Crown is “a world of...

  • Executive Assistant

    2 months ago


    Melbourne, Victoria, Australia Engage Personnel Full time

    Executive Assistant OpportunityAn exciting opportunity has arisen for an experienced Executive Assistant to join our team at Engage Personnel. As an Executive Assistant, you will provide high-level administrative support to our Partners and Associates, ensuring the smooth operation of our Litigation practice.About the Role:Liaise with clients and...

  • Executive Assistant

    5 months ago


    Melbourne, Australia APRA Full time

    Executive Assistant **The role** You will have the opportunity to work with one of our Executive Board Members and provide coverage across our business support function to our Senior Executive Leaders within our Melbourne office. The APRA Executive Board Members' Executive Assistants operate seamlessly as a team so the APRA Members can deliver on APRA's...

  • Executive Assistant

    5 months ago


    Melbourne, Australia Bell People Consultants Full time

    Global FMCG Organisation - Contract Opportunity - Start ASAP - Inner Melbourne Location **About the Company** Our client is one of the world’s leading global FMCG manufacturers and is well known for their operational excellence, passion for innovation and Australian household name. An opportunity has now arisen for an Executive Assistant on a contract...

  • Executive Assistant

    5 days ago


    Melbourne, Australia KordaMentha Full time

    KordaMentha is an advisory and investment firm helping clients to grow, protect and recover value.  With an expansive team of 450 specialists across the Asia-Pacific region, our diversity is our strength.    The Office Support team is a group of professional individuals with experience in executive support, office support and reception.  We work in a...