Executive Support Specialist

2 months ago

Sydney, New South Wales, Australia Careerlink People Solutions Full time

Job Summary

Careerlink People Solutions is seeking an experienced Executive Support Specialist to join our team on an initial 6-month contract. As an Executive Support Specialist, you will provide comprehensive and confidential support services to our Executive Team, enabling them to advance and achieve organisational initiatives and goals.

Key Responsibilities

  • Manage and provide a confidential, professional, and discrete diary and administration support service to the Executive, including screening and prioritising urgent issues.
  • Recognise and deal discreetly with confidential matters, demonstrating integrity of the highest order.
  • Provide oversight, guidance, and follow-up to team members to coordinate and ensure service expectations and deadlines are fully delivered in accordance with the expectations of the Executive and the wider divisional team.
  • Coordinate and provide secretariat support to divisional meetings, including preparing and distributing agendas, minute taking, and initiating and managing communication functions with key stakeholders.
  • Manage and prepare responses to high-level briefings and correspondence received by the Executive, including monitoring, prioritising, and responding to emails and providing authorised recommendations and approvals.
  • Coordinate and control research and complex and sensitive projects that support the work of the Executive, including monitoring and tracking results, identifying issues and risks, and developing clear and relevant reporting.
  • Manage a range of financial functions for the Executive, including monitoring and reporting on budgetary activities in a timely and accurate manner, and in accordance with relevant guidelines.
  • Provide coverage for other Executive Officer roles, as designated in times of excess workload and absence.
  • Provide expert advice and assistance to the Executive and divisional team leads to manage a range of cross-functional issues, including business and corporate reporting, human resource management, administrative and business processes, and organisational improvement.

Requirements

  • Demonstrate a significant level of experience in working with and supporting Executive and senior management, including recognising, prioritising, and dealing discreetly with confidential matters, comprehensive diary management, and high-level and confidential document preparation.
  • Demonstrate a significant level of experience in all relevant aspects of administrative, secretarial, and meeting support functions, including minute taking, drafting correspondence, including memos and minutes.
  • Excellent administrative and organisational skills, with a high level of attention to detail.
  • Exceptional professionalism and communication skills, including genuine drive, enthusiasm, and passion to work as part of a cohesive professional team and a results-oriented approach.
  • Demonstrate exceptional stakeholder engagement and customer service skills, with a proven ability to build and maintain relationships with diverse internal and external stakeholders.
  • Advance knowledge and skills in using a wide range of PC applications, including Microsoft Office Suite.
  • Demonstrated experience in the use and maintenance of records and information management systems.
  • Demonstrated ability to work under broad direction, operate effectively in a fast-paced environment with changing priorities, and exercise independent judgement, delegated authority, and a significant level of responsibility in meeting deadlines and providing expert advice on complex matters.
  • Demonstrated ability to apply a high degree of attention to detail and sound analytical skills, identify performance outcomes, and review and improve operations to determine their effectiveness and recommend practical solutions.

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