Strategic Operations Coordinator

2 weeks ago

Melbourne, Victoria, Australia AusNet Services Full time
Job Description:

Job Title: Executive Support and Business Administration Specialist

Job Summary: We are seeking an experienced and skilled Executive Support and Business Administration Specialist to provide high-level strategic executive support and business administration to the office of the Executive General Manager, Group Operations and to the broader leadership team as required. The successful candidate will be responsible for delivering high-quality systems, processes, and outputs across a range of business unit activities and events.

Key Responsibilities:

  • Coordinate executive communications, including drafting emails, letters, and other correspondence as necessary for a range of stakeholders.
  • Collate, prepare, review, and/or format internal documents, including papers, reports, dashboards, and presentations.
  • Provide timely and accurate procurement and purchasing support, including the processing of purchasing orders, invoices, expenses, and responding to accounts payable/receivable queries.
  • Manage travel, accommodation, and expenses for the Executive General Manager and leadership team.
  • Keep the Executive General Manager advised of time-sensitive and priority issues, ensuring appropriate follow-up and providing relevant information to ensure effective decision-making.
  • Plan and organize events, such as corporate and team events, meetings, conferences, training events, and speaking engagements.
  • Understand and anticipate the needs of the Executive General Manager in order to effectively support and manage conflicting demands/schedule.
  • Propose options and make suggestions for more efficient ways to run the support to the Executive General Manager and apply judgment to select appropriate/effective solutions based on expertise.
  • Work closely with other Executive Assistants and Team Coordinators/Assistants as relevant to align policies and protocols and share information, providing back-up support and assistance when required across other portfolios within the business.

Requirements:

  • Demonstrated experience in a similar executive assistant role, supporting Executives.
  • Advanced Microsoft Office skills and ability to quickly familiarize with and uptake use of firm-specific programs and software, including MS Teams, SuccessFactors, SAP, and Concur.
  • Strength in utilizing technology to schedule, run, and manage meetings/events, and keep records of digital meetings and presentations, particularly MS Outlook and MS Teams.
  • Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities.
  • Exceptional interpersonal skills with strong customer focus, networking, and influencing ability.
  • A continuous improvement mindset and business acumen to effectively support the Executive function.
  • A warm, friendly nature with well-rounded and professional communication and interpersonal skills, including the ability to develop relationships at all organizational levels and work well in a team environment and the broader EA cohort.
  • Excellent time management skills with strong attention to detail.
  • Ability to demonstrate the utmost discretion and professionalism.
  • Emergency Response: Customers and community are at the heart of everything we do. From time-to-time, you may be called upon to support an emergency response (e.g., storms, bushfires, floods) to ensure we continue to safely deliver our customers' energy needs.

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