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Executive Support Specialist

2 months ago

Sydney, New South Wales, Australia Coal Services Full time
About the Role

We are seeking a highly skilled and experienced Executive Support Specialist to provide exceptional administrative support to our General Manager, Insurance and Chief Information Officer. As a key member of our team, you will be responsible for providing high-level executive and administrative support, while being flexible and highly responsive to allow the Executives to focus on fulfilling the operational and strategic objectives of the business.

This role may occasionally require travel to other offices, and you must hold a current NSW drivers' licence.

Main Responsibilities
  • Manage Executive Diaries and Schedules: Coordinate meetings, functions, conferences, and travel arrangements for the Executives.
  • Prepare Board Papers and Reports: Draft and prepare board papers, reports, financial presentations, agendas, minutes, and briefing notes.
  • Provide Administrative Support: Handle correspondence, maintain effective filing systems, and provide timely and accurate administrative support.
  • Plan and Schedule Work: Plan and schedule work efficiently to meet deadlines and manage competing priorities.
  • Build Relationships: Build and maintain effective relationships with internal and external stakeholders.
  • Assist with Projects: Assist with various projects, including speech writing and research.
About You

We are looking for a highly skilled and experienced Executive Support Specialist who possesses:

  • Minimum Three Years' Experience: As a Personal/Executive Assistant at an executive level.
  • Advanced Microsoft Office Skills: Advanced skill level in the use of Microsoft Office Suite, with the ability to learn new software as needed.
  • Excellent Communication Skills: Excellent oral and written communication skills, including writing for a range of audiences in a variety of formats.
  • Strong Interpersonal Skills: Strong interpersonal communication and relational skills, demonstrated ability to function in a collaborative environment.
  • Good Judgement and Flexibility: Good judgement, flexibility, and patience; discretion in dealing with confidential and sensitive matters.
  • High Attention to Detail: Highly detail-oriented with meticulous attention to detail, planned approach to follow through with work projects.
  • Strong Organisational Skills: Strong organisational skills, demonstrated ability to manage and prioritise multiple tasks, work under pressure, and deliver to tight time frames.
About Coal Services

C coal Services is a Specialised Health and Safety Scheme that provides an integrated suite of services to help identify, assess, monitor, and control many risks inherent in the NSW coal mining industry. Our preventative and responsive services in the areas of workplace health and safety, workers compensation, emergency response, and training help to deliver on our purpose, 'to protect'. Our purpose, vision, and values are aligned to focus on the safety and health of our industry and its workers.