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15h Left Executive Administrative Assistant

4 weeks ago

Melbourne, Victoria, Australia Doherty Enterprises Full time
Position & Perks

The Executive Assistant will provide high-level administrative support to the Chief Financial Officer (CFO), VP of Construction, and Office Manager with various administrative duties.

This is an In-Office Position. You must be able to work in an office setting Monday-Friday 8:30am-5pm.

Responsibilities

- Prepare and organize reports, presentations, and financial documents for executive meetings.
- Manage executive calendar, scheduling meetings, and coordinating travel arrangements as needed.
- Assist with ongoing permit and Health Department renewals for all locations; tracking, payment, recordkeeping, and pulling reports on Visual Lease.
- Provide Docufree admin support.
- Maintain insurance registration and assist in purchasing process of company vehicles.
- Provide phone and mail distribution backup, accept office deliveries.
- Order furniture for restaurants under construction/remodel.
- Obtain permits for new store construction.
- Open and manage utility accounts.
- Liaise with contractors, vendors, and project teams for financial and administrative tasks.
- Provide administrative support for the Office Manager with special events as needed.
- Assist in managing special projects related to construction financing, budgeting, and reporting.

Qualifications

- At least 21 years of age and possess a valid driver's license and reliable transportation for supply pick-ups, Post Office, etc.
- Minimum of 1 year of previous office experience.
- Bachelor's degree in Business Administration, Finance, Accounting, or a related field preferred.
- Strong knowledge of financial principles and construction industry terminology is a plus.
- Exceptional ability to communicate effectively, both orally and in writing in English.
- Excellent phone presence, etiquette, and professionalism.
- Highly organized with a preference for working in a fast-paced environment while managing timelines.
- Must be able to multi-task while remaining flexible, with attention to detail and the ability to meet deadlines with minimal supervision.
- Strong customer service orientation.
- Creative thinker with an eye for design and presentation.
- Ability to make decisions independently based upon the facts at hand and take appropriate action.
- Ability to comprehend, interpret, and act upon instructions and correspondence.
- Skilled in organizing resources and establishing priorities.
- Demonstrated ability to maintain discretion and confidential information.
- Ability to work effectively both independently and collaboratively.
- Advanced level proficiency in Microsoft WORD, EXCEL, Outlook, and PowerPoint.
- Demonstrated Windows PC proficiency and general computer savvy.

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