Executive Assistant

3 weeks ago

Chatswood, Australia Maxxia Pty Ltd Full time
About the Role

Maxxia Pty Ltd is seeking an experienced Executive Assistant to provide high-level administrative support to the CEO of Plan & Support Services (PSS) and the Senior Leadership Team. The successful candidate will be responsible for managing the CEO's and CTO's diaries, preparing correspondence, and coordinating meetings and events.

Key Responsibilities
  • Provide executive support to the CEO PSS and the Senior Leadership Team
  • Manage correspondence and reports from various sources, including confidential information
  • Draft and review correspondence for the CEO and CTO as requested
  • Manage the CEO and CTO's diaries, including organizing business appointments, teleconferences, and videoconferences
  • Ensure the availability of relevant agendas and supporting papers for meetings and engagements
  • Effective and proactive management of the CEO and CTO's email inbox and associated actions
  • 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 organizations, suppliers, and clients as required
  • Raise purchase orders and arrange payment for vendor and supplier invoices
  • Coordinate and organize meetings, teleconferences, business functions, conferences, and liaise with external parties 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 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 organizational-wide events, such as Board meetings, office events, lunches, and 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 the annual review of the PSS Business Continuity Plan
Requirements
  • Extensive experience working as an Executive Assistant to more than one C-suite Executive or administrative support to a Managing Director/CEO in a corporate or ASX-listed environment
  • Exceptional organizational skills, including prioritizing, monitoring, and follow-up of all important issues and deadlines
  • Advanced computer skills, particularly in Outlook and the Microsoft Office suite, and demonstrated ability to format Word documents and PowerPoint presentations, as well as manage spreadsheets in Excel
  • Experience in supporting the preparation of Board papers
  • Strong communication skills and ability to draft communications and/or updates to the business
What We Offer
  • 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.

Please note that only shortlisted applicants will be contacted, and all successful candidates will undergo a National Police check and credit checks and must provide a valid Working with Children check.

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