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Executive Assistant

2 months ago

Brisbane, Queensland, Australia Six Degrees Executive Full time
Job Description

Job Title: AO4 Executive Assistant

Job Summary:

Six Degrees Executive is seeking a highly motivated and detail-oriented AO4 Executive Assistant to provide high-level support to our client. The successful candidate will be responsible for managing administrative functions, supporting key projects, and ensuring seamless coordination within the broader team.

Key Responsibilities:

Executive Support:

  • Organize and prioritize workflows, monitor correspondence, and provide administrative support to ensure effective service delivery.
  • Track priority projects and assist in coordinating performance reporting across the branch.
  • Collaborate with colleagues to ensure timely delivery of cross-functional administrative tasks and projects.

Confidential Administrative Support:

  • Manage the Executive Director's calendar, coordinate meetings, arrange travel logistics, and prepare necessary documentation.
  • Regularly assess the Executive Director's schedule to identify and resolve potential conflicts or issues.
  • Prepare and finalize documents, presentations, reports, and reconcile expenses.
  • Coordinate meeting room bookings, set up meetings, and manage visitor logistics.
  • Conduct confidential research and provide accurate reports to the Executive Director.

Team and Branch Support:

  • Provide administrative support to ensure smooth day-to-day operations, adhering to relevant policies and procedures.
  • Monitor deadlines for correspondence, liaise with team members, and ensure tasks are completed on time.
  • Assist in organizing and supporting events such as workshops, site visits, and client functions.
  • Offer IT support as needed to ensure efficient operations.

Stakeholder Management:

  • Build and maintain strong working relationships with internal and external stakeholders, ensuring effective communication and collaboration.
  • Respond to enquiries from clients, industry representatives, and the public, resolving issues and ensuring timely follow-up.

Administrative and Financial Processes:

  • Manage financial transactions, credit card reconciliations, and procurement processes, ensuring they are completed in a timely and compliant manner.
  • Help develop and maintain administrative systems to manage workloads and priorities effectively.

Requirements:

  • Excellent organizational skills with the ability to manage multiple priorities.
  • Strong attention to detail and experience providing executive-level support.
  • Exceptional communication and interpersonal skills to liaise with a wide range of stakeholders.
  • Proven ability to handle confidential information and manage sensitive matters with discretion.
  • Experience in coordinating projects, events, and travel arrangements.
  • Knowledge of financial processes and proficiency with IT systems and software.

What We Offer:

Six Degrees Executive is committed to providing a supportive and inclusive work environment. We offer a competitive salary and benefits package, as well as opportunities for professional growth and development.