Executive Support Specialist

7 days ago

Perth, Western Australia Hudson Full time
Job Description

Job Title: Executive Assistant

Company: Hudson Australia

Job Type: Full-time

Location: Remote

Job Category: Administration & Office Support

About the Role:

We are seeking an experienced Executive Assistant to provide high-level administrative support to our senior executives. The successful candidate will have a proven track record of managing complex calendars, travel arrangements, and projects, as well as excellent organizational, time-management, and communication skills.

Key Responsibilities:

  • Calendar Management:
    • Coordinate and manage the executive's daily, weekly, and monthly schedule.
    • Organize meetings, conferences, and travel arrangements.
    • Ensure the executive is informed of upcoming commitments.
  • Communication Management:
    • Act as the primary contact between the executive and stakeholders.
    • Draft, review, and coordinate correspondence, including reports.
    • Handle inquiries on behalf of the executive and the organization.
  • Meeting Preparation and Coordination:
    • Prepare agendas, presentations, and materials for meetings.
    • Attend meetings, take minutes, and ensure follow-up on action items.
    • Manage logistics for executive meetings, including venue booking and catering.
  • Project and Task Management:
    • Assist in managing ongoing projects and tasks, ensuring deadlines are met.
    • Handle special projects, including event planning and coordination.
  • Travel Arrangements:
    • Arrange travel plans, itineraries, and agendas.
    • Prepare expense reports and manage reimbursements.
  • Confidentiality and Discretion:
    • Handle sensitive information with utmost confidentiality.
    • Maintain professionalism in all interactions.
  • Office Coordination:
    • Oversee the smooth running of the office, including ordering supplies and coordinating IT activities.
    • Align office activities with policies and objectives.
    • Coordinate office events to foster a positive working environment.
  • Workplace Health and Safety:
    • Implement the organization's Health & Safety Policy.
    • Use the Risk Register to identify and assess hazards.
    • Report work-related hazards, near misses, injuries, and illnesses.
    • Adhere to safety procedures and use Personal Protective Equipment (PPE) as required.

Requirements:

  • Previous experience as an Executive Assistant or in a similar senior support role.
  • Proven ability to manage complex calendars, travel arrangements, and projects.
  • Excellent organizational, time-management, and communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and relevant software.
  • Strong multitasking abilities and a proactive approach to tasks.
  • High degree of professionalism, discretion, and confidentiality.
  • Ability to work independently with minimal supervision and adapt to changing priorities.

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