Executive Assistant

4 months ago

Chatswood, Australia McMillan Shakespeare Full time

At MMS, our purpose is clear: To make a difference to people's lives. Guided by this commitment, we offer tailored solutions to clients and customers across our businesses in Australia and New Zealand. Our vision is to be your trusted partner, simplifying complexities and turning challenges into opportunities. Our diverse services - from salary packaging and fleet management to disability support - aim to enhance your financial wellbeing and empower your aspirations.

Through our subsidiaries, we offer a breadth of services and expertise designed to responsibly deliver superior long-term value to our clients and customers, which includes Federal and State governments and some of the largest public and private sector health and charitable organisations.

An Executive Assistant role has arisen in our Plan & Support Services (PSS) business to work across Plan Partners and Plan Tracker - both trusted partners in the management of NDIS (National Disability Insurance Scheme) plans and support coordination.

In your role of Executive Assistant, you will provide executive support to the CEO Plan and Support Services (PSS) and the Senior Leadership Team. In addition to the CEO PSS, additional support will be required for the MMS Chief Transformation Officer (CTO).

A high level of flexibility, discretion and confidentiality is required to be successful in this role, and office attendance in Chatswood is required for a minimum of 3 days per week. From time to time, there may be a requirement to attend the office for additional days for specific events / activities.

The Role
- Assist in the production of weekly and monthly reporting, including Board and Executive
- Manage correspondence and reports from a variety of sources, including confidential information and an ability to edit/check for accuracy and present a polished final product
- Draft and review correspondence for the CEO, PSS as requested
- Manage the CEO and CTO diaries, including organising business appointments, teleconferences and videoconferences
- Ensure the availability of relevant agendas and supporting papers for meetings and engagements
- Screen telephone calls, field enquiries and requests and escalate urgent matters for the CEO’s attention
- Communicate on behalf of the CEO and CTO with the Executive teams, Executives of external organisations, suppliers and clients as required
- Raise purchase orders and arrange payment for vendor and supplier invoices
- Coordinate/Organise meetings & teleconferences, business functions, conferences and liaise with the external parties as required. Prepare agenda and action items, and distribute as required
- Take and record minutes of meetings
- Prepare and distribute papers for Board and regular committee meetings, together with ad hoc papers and correspondence as required
- Manage monthly credit card and expense reconciliations for the Leadership teams
- Participate in the regular internal EA meetings and build strong stakeholder relationships
- Undertake projects and ad hoc tasks for the CEO, CTO and SLT as required
- Assist with organisational-wide events (e.g. Board meetings, office events, lunches, functions)
- Support related to on-site office needs
- Be an active member of the PSS Critical Response Team by providing administrative support and assisting with annual review of PSS Business Continuity Plan

You will bring:

- Extensive experience working as an Executive Assistant to more than one Csuite Executive or administrative support to a Managing Director / CEO in a corporate or ASX listed environment
- Exceptional organisational skills including prioritising, monitoring and follow-up of all important issues and deadlines
- Advanced computer skills, particularly in Outlook and the Microsoft Office suite, and in particular a demonstrated ability to format Word document and PowerPoint presentations as well as managing spreadsheets in Excel
- Experience in supporting the preparation of board papers
- Strong communications skills and the ability to draft communications and/or updates to the business

What we can offer you:
- Our strong people-first culture- Flexible/hybrid working to enhance your work/life balance- Novated lease benefits and discounts- 12 weeks Paid Parental leave and access to our Parents Portal- Exempt Employee Share Plan- Paid Income Protection Insurance under MMSG default Super plan- Access to a broad range of learning and development programs- Career break and volunteering leave- Access to Employee Assistance Program and annual Flu vaccination- Lifestyle Rewards program

As an employer who embraces Diversity, Equity & Inclusion, we hold a collective commitment to foster an environment where all differences are valued and respected. We encourage Aboriginal and Torres Strait Islander people, individuals from all backgrounds, including those caring for and living with disability to apply.

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