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Executive Assistant

2 months ago

Brisbane, Queensland, Australia Food and Wine Full time
About the Role

We are seeking a highly skilled and experienced Executive Assistant to join our team at Food and Wine. As a key member of our support staff, you will provide exceptional administrative support to our Managing Director, ensuring the smooth operation of our Brisbane Offices.

Key Responsibilities
  1. Strategic Support: Provide proactive, strategic support to the Managing Director, anticipating needs and opportunities to enhance efficiency and effectiveness.
  2. Liaison and Communication: Act as a central liaison between the Managing Director and all teams, ensuring seamless communication and strong relationships across the business.
  3. Calendar Management: Manage the calendar with foresight, balancing demands and strategically planning ahead to ensure smooth operations.
  4. Document Preparation: Prepare documents and presentations with attention to detail and a focus on professionalism.
  5. Event Coordination: Coordinate events and meetings, handling logistics with precision and ensuring everything runs smoothly.
  6. Budget Management: Oversee budget-related tasks with strong organisational skills, ensuring efficient management.
  7. Financial Administration: Administer invoices and expenses promptly, meeting all deadlines.
  8. Travel Arrangements: Coordinate travel arrangements and detailed itineraries, ensuring thorough planning.
  9. Information Management: Stay across all ongoing activities within the business, acting as the go-to person for information and ensuring the Managing Director is always informed.
  10. Cross-Functional Collaboration: Promote effective collaboration between cross-functional teams and offices, ensuring alignment and communication.
  11. Confidentiality and Professionalism: Uphold confidentiality and maintain professionalism in all interactions and responsibilities.
  12. Problem-Solving: Proactively maintain a log of commitments, ensuring timely follow-ups and strategic oversight of all key matters.
  13. Process Improvement: Identify and solve problems, ensuring smooth office operations and continuously improving processes.
Requirements
  1. Proven Experience: Proven experience as an Office Assistant/Manager, Personal Assistant or Executive Assistant, effectively supporting leaders.
  2. Interpersonal Skills: Exceptional interpersonal skills, with a friendly and professional demeanor.
  3. Relationship Building: Ability to build and maintain strong internal and external relationships, working with a diverse range of backgrounds and cultures.
  4. Maturity and Proactivity: Mature and proactive approach, with a strategic lens for identifying and addressing gaps and driving continuous improvement.
  5. Go-Getter Attitude: A go-getter attitude, committed to supporting the Managing Director and excelling in day-to-day execution.
  6. Technical Skills: Advanced skills in Microsoft Office and Google Suite.
  7. Office Management: Experience in office management, event coordination, and logistics.
  8. Collaboration and Delegation: Strong proficiency in collaboration and delegation, ensuring efficient task management.
  9. Organisational and Problem-Solving Skills: Exceptional organisational, project management, and problem-solving skills, with the ability to multitask effectively.
  10. Adaptability and Decision-Making: Aptitude for thinking quickly and decisively under pressure, ensuring smooth operations and effective problem resolution.
  11. Marketing and Communications Background: Marketing, PR, or communications background is highly desirable.