Executive Administrative Assistant

2 days ago

Sydney, New South Wales, Australia beBeeAdministrative Full time $70,000 - $80,000
Commercial Administrative Assistant Job Overview

The ideal candidate will be highly organized and detail-oriented, with excellent administrative support skills.

This is an exciting opportunity to deliver exceptional support to the Commercial Division and Hotel.

  • Provide diary management, meeting coordination, and minute-taking services to the Regional Commercial Director.
  • Collate and submit the monthly Sales & Marketing report in coordination with relevant departments.
  • Develop and format presentations and marketing documents, assisting in their creation.
  • Liaise daily with Sales & Marketing team members and other departments, including senior leadership.
  • Coordinate logistics for trade shows and exhibitions, including travel arrangements, display materials, and presentations.
  • Liaise with external creative and graphic design agencies for project deliverables and collateral updates.
  • Maintain accurate marketing and client databases, ensuring regular cleansing and data accuracy.
  • Support the development and maintenance of in-house marketing collateral and communication materials.
  • Coordinate purchase orders and expense reconciliation with external agencies.
  • Conduct competitor research and mystery shop calls to gather market intelligence.
  • Serve as the custodian of the Sales and Marketing budget, maintaining an up-to-date Excel tracker for quick reference and providing monthly reports that highlight any discrepancies or areas requiring attention.
  • Organize and maintain accurate filing systems, records, distribution lists, and contact databases.
  • Research VIP guests and coordinate amenities or special requests in partnership with Guest Experience.

Key Responsibilities:

  1. Administrative Support: Provide high-level administrative support to the Regional Commercial Director.
  2. Report Generation: Generate and submit the monthly Sales & Marketing report.
  3. Document Development: Develop and format presentations and marketing documents.
  4. Team Collaboration: Collaborate daily with Sales & Marketing team members and other departments.
  5. Event Coordination: Coordinate logistics for trade shows and exhibitions.
  6. Database Management: Maintain accurate marketing and client databases.
  7. Communication Materials: Develop and maintain in-house marketing collateral and communication materials.
  8. Expense Reconciliation: Coordinate purchase orders and expense reconciliation.
  9. Market Research: Conduct competitor research and mystery shop calls.
  10. Budget Oversight: Serve as the custodian of the Sales and Marketing budget.
  11. Filing and Record-Keeping: Organize and maintain accurate filing systems, records, distribution lists, and contact databases.
  12. VIP Guest Services: Research VIP guests and coordinate amenities or special requests.

Requirements and Qualifications:

  • Highly organized and detail-oriented individual.
  • Excellent administrative support skills.
  • Ability to work independently and as part of a team.
  • Strong communication and interpersonal skills.
  • Ability to maintain confidentiality and handle sensitive information.
  • Proficient in Microsoft Office Suite, particularly Excel.
  • Experience with database management and record-keeping.
  • Ability to learn and adapt to new software and systems.

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