Executive Support Specialist

2 days ago

Townsville, Queensland, Australia TP Human Capital Full time
Job Summary

TP Human Capital is seeking a highly skilled and organized Executive Support Specialist to join our client's team in a permanent position. This role is crucial in ensuring the smooth operation of the office by providing comprehensive support to the Directors and managing front reception duties.

Key Responsibilities
  • Provide administrative support to three Directors, including managing their calendars, scheduling appointments, and coordinating travel arrangements.
  • Organize and coordinate events, including employee gatherings and catering needs, to promote a positive and productive work environment.
  • Prepare and proofread reports, briefing notes, memoranda, and correspondence to ensure accuracy and professionalism.
  • Assemble and research information as requested by the Directors to support their strategic and operational initiatives.
  • Maintain confidential files and documents, adhering to strict confidentiality protocols.
  • Oversee the administration of the Directors' offices, ensuring seamless day-to-day operations.
  • Coordinate with other employees on matters related to the Directors, fostering effective communication and teamwork.
  • Manage meeting arrangements and provide relevant information to the Directors, ensuring timely and efficient decision-making.
  • Maintain and order office supplies and services, ensuring a well-stocked and efficient workspace.
  • Provide general IT support, including assisting with meeting room bookings and connecting devices, to ensure seamless technology integration.
  • Undertake front reception duties, including welcoming visitors and responding to phone calls, to provide a professional and courteous first impression.
  • Process incoming and outgoing mail and maintain filing systems, ensuring accurate and efficient document management.
  • Support the office with general administrative tasks, such as managing timetables and room bookings, to ensure a smooth and productive work environment.
Requirements
  • Certificate III in Business Administration or similar (preferred).
  • Previous experience in a personal assistant or administrative role, preferably in an Executive Assistant capacity (preferred).
  • Experience working effectively in a team environment, with a strong focus on collaboration and communication.
Desirable Skills
  • Proficiency in Microsoft Office Suite and Google Workspace, with strong Excel skills.
  • Attention to detail and high accuracy in work, with a focus on quality and precision.
  • Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects.
  • Professionalism and ability to maintain confidentiality, with a strong commitment to discretion and integrity.
  • Commitment to continuous improvement and development, with a focus on staying up-to-date with industry trends and best practices.
Personal Attributes
  • Positive attitude and contribution to the office's image and community, with a focus on promoting a positive and inclusive work environment.
  • Commitment to safety and health at work, with a focus on maintaining a safe and healthy workspace.
  • Demonstrated teamwork and quality practice commitment, with a focus on collaboration and continuous improvement.
  • Proactive and dedicated to supporting the office and its initiatives, with a strong focus on delivering high-quality results.

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