Executive Assistant

2 months ago

South Yarra, Australia Tradeflex Full time

**About us**:
Tradeflex is a wholly owned and operated Australian business. We are a highly reputable integrated facilities management company experiencing impressive growth. We have a national footprint and an enviable reputation for relationship-driven service. Our client base covers retail, transport, education, residential, industrial, commercial and public buildings.

You will find we are anything but ordinary; we believe we work better as a team and are focused on bringing our best to the table each and every day. We are committed to delivering value and take full accountability for making that happen.

In our 35 years of operation, we have achieved great success, and we are about to get a whole lot bigger

**About the opportunity**:
We have an exciting opportunity for a motivated and detail-oriented Executive Assistant to join our dynamic team and play a vital role in our success.

This role is responsible for managing the Executives’ calendar, meetings, and correspondence, acting as a key point of contact for internal and external stakeholders.

In addition, the Executive Assistant will manage the Receptionist, ensuring smooth communication and front-desk functionality.

**Key responsibilities**:

- Provide a full range of administrative and executive support to the executive management team, establishing and maintaining an efficient office systems.
- Draft and prepare external and internal correspondence.
- Schedule and manage diaries, negotiate appointments, and organise related documentation.
- Act as a sounding board for ideas, issues and feedback from Executives.
- Attend Executive meetings to assist in understanding the business requirements and follow up on specific items.
- Coordinate effective meetings by organising and collating meeting agendas, providing confidential minute taking and distribution and coordinating follow up actions. This includes room bookings and equipment set up such as for important meetings, ensure refreshments and drinks are catered for.
- Coordinate and monitor the events program to ensure that internal and external stakeholders are effectively engaged, and the program objectives are achieved.
- Work collaboratively with the Business Development team to design and deliver extraordinary client experiences and events, ensuring high quality and attention to detail.
- Undertake a range of coordination and logístical activities to support the delivery of events (on-site and off-site), including guest-list, invitations and registration management, theming support and design, supplier sourcing and coordination.

**About you**:

- Bachelor’s degree (e.g., Business Administration, Communications) is desirable.
- Extensive experience in an administrative role with responsibility for the management of an executive or senior executive/s activity.
- Significant experience developing a range of printed and online material for a corporate or government organisation.
- Demonstrated ability to project manage the creative design process of documents from brief to completion to meet project and business objectives.
- Outstanding professional conduct and ability to exercise a high level of confidentiality, discretion and judgement.
- Well-presented and an approachable demeanor with strong interpersonal skills.
- Demonstrated high level judgement experience in analytical problem solving and decision making.
- High-level written and oral communication skills and the ability to communicate and liaise effectively and sensitively at all levels, both internally and externally.
- Ability to prepare and draft reports, minutes and correspondence with a high level of accuracy, confidentiality and attention to detail. Meticulous with grammar, spelling and formatting.
- Ability to balance conflicting priorities and to work to deadlines.
- Advanced knowledge and experience in MS Office Suite. Knowledge in Canva is desirable.
- Strong focus on presentation skills. Exceptional creativity and innovation.
- Ability to problem solve/provide guidance and direction.
- Possess a high level of dedication and flexibility demonstrated by a pro-active and approachable manner.
- Comprehensive knowledge of business and administration practices.

**What are you going to love here?**
- Our culture; one team, shared success, and big ideas
- A professional and polished company that is proud and celebrates achievements
- A company that is aiming big and is in major growth mode
- Supportive leaders who care and invest in your success
- Employee Assistance Program
- Attractive Employee Referral Program and Employee Recognition Awards
- Our great location - a two-minute walk from the station in state-of-the-art offices
- Need we say more.

**How to get onboard?**

If this sounds like the right balance of excitement, challenge, and value you could bring to the position and company, then we would love to hear from you.

**Job Types**: Full-time, Fixed term

Schedule:

- Monday to Friday

Work Location: In person

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