Executive Assistant

7 days ago

Melbourne, Victoria, Australia Bain & Company Inc Full time

About the Role

We are seeking a highly skilled and experienced Executive Assistant to join our team at Bain & Company Inc. as a Manager Assistant. This is a hybrid role that requires a strong administrative background, excellent communication skills, and the ability to work independently and collaboratively in a fast-paced environment.

Key Responsibilities

  • Coordinate complex calendars and schedule meetings with internal and external stakeholders, ensuring seamless execution of details and effective time management.
  • Coordinate detailed travel arrangements, including air, hotel, car, and other logistics, to ensure business needs and personal preferences are met.
  • Submit frequent and detailed expense reports, actively managing the audit process to ensure proper reimbursement of business expenses.
  • Provide back-up support to other Manager Assistants, collaborate with the team to maintain a good understanding of pending tasks and priorities.
  • Coordinate case start-up process, including teaming with Finance to obtain billing code, scheduling start-up meetings, and communicating with the case team to fully understand key deadlines.
  • Communicate with the case team regarding schedule and travel changes, keep the leadership team informed through frequent and proactive status updates, and act as a trusted thought partner by identifying and providing solutions to schedule and travel changes as they arise.
  • Positively contribute to the Manager Assistant team culture by playing an active role in training new team members and assisting in planning events, participate in team-related activities and events, and act as a role model consistent with Operating Principles.
  • Organize meetings for the leadership team, including conference room scheduling and ordering meals, for in-person meetings, this will require collaboration and coordination with on-site office support to manage logistics and ensure seamless execution of details.
  • Proactively support the leadership team in their relationship management by entering new CRM contacts and actively maintaining the accuracy of CRM contact information, achieve mastery of the CRM system through attendance of training sessions and partnering with the global/local marketing team on contact audits, data campaigns, and other relationship management efforts.
  • Support a variety of internal programs and initiatives as required or assigned, including organizing case team events, offsite meetings, and other company-sponsored events.
  • Perform other related duties as requested or as responsibilities dictate.

Requirements

  • Business English proficiency required.
  • Bachelor's Degree or equivalent highly desired.
  • A minimum of three years of administrative support experience, preferably at a professional services firm.
  • Outstanding written and verbal communication skills, ability to effectively alter approach to match leadership team style and preference.
  • Ability to work independently and collaboratively in a hybrid environment and as an integral member of a local and virtual assistant team.
  • Strong organizational skills, meticulous attention to detail, and time management skills.
  • Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously, and deal with highly confidential information.
  • Strong proficiency in Microsoft Windows, Outlook, Word, Excel, and PowerPoint.
  • Highly motivated, self-starter, strong customer service focus, and interpersonal skills.
  • Ability to action feedback (formal and informal) to ensure that each leadership team member receives high-level, tailored support based on their individual preference and working style.
  • Works cooperatively with other team members, understands, and adheres to Bain's Operating Principles at all times.

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