Executive Assistant

6 days ago

Canberra, ACT, Australia Toll Group Full time
About Toll Group

Toll Group is a leading logistics and transportation company that provides a wide range of services to businesses and organizations around the world. With a history spanning over 130 years, we have established ourselves as a trusted partner for companies looking to move their goods and supplies efficiently and effectively.

Job Summary

We are seeking an experienced Executive Assistant to join our Government and Defence division. As an Executive Assistant, you will provide high-level administrative support to our Division President, ensuring the seamless operation of our offices in Canberra, Melbourne, and Brisbane. This is a unique opportunity to work in a fast-paced environment where every day presents new challenges.

Key Responsibilities
  1. Executive Support
  • Provide comprehensive administrative and secretarial support to the President, including diary and email management, travel coordination, and meeting preparation.
  • Anticipate and organize the workflow, information, and meetings to meet the future needs of the President and team.
  • Coordinate the preparation and distribution of agendas, presentations, and necessary documentation for meetings.
Operations Support
  • Ensure smooth office operations by managing IT equipment, document control, and office administration within the Government and Defence division.
  • Oversee travel and accommodation arrangements for the President and Business Unit, ensuring adherence to company policies.
  • Manage the Reward and Recognition Program and Service Awards for the division.
Team Leadership
  • Supervise and support the Operations Support Officer and Office Administrator, maintaining high standards of task completion.
  • Lead by example, demonstrating Toll's core values and reinforcing them within the team.
Finance Assistance
  • Handle expense claims through Concur, process invoices, and oversee cost control activities.
  • Manage quotes for office supplies and ensure financial reconciliations are accurate and processed in a timely manner.
Administration
  • Greet and manage visitors, maintain visitor logs, and conduct site inductions.
  • Coordinate boardroom and meeting room scheduling, supporting the setup and execution of meetings and events.
  • Oversee office supplies, IT access, and ensure the office environment is well-maintained and professional.
Travel Management
  • Coordinate travel bookings to ensure smooth, cost-effective trips within company guidelines.
  • Manage travel reconciliations, ensuring accurate reporting and adherence to budget guidelines.
Requirements
  1. Minimum 5 years of experience in a similar role, providing executive support to senior leaders and remote office management.
  2. High-level organizational skills, proficiency in MS Office, and strong communication abilities.
  3. A flexible attitude, ability to work under pressure, and a commitment to workplace safety.
  4. A qualification in Business, Administration, or Management.
About Us

Toll Group is a company that values diversity, inclusivity, and authenticity. We believe in creating a workplace where everyone feels welcome and empowered to contribute their best. If you're passionate about logistics and transportation, and you're looking for a challenging and rewarding role, we encourage you to apply.

We are an equal opportunities employer and welcome applications from people of all ages, ethnicities, genders, and abilities. If you have similar skills and are willing to learn, we encourage you to apply even if you don't meet all the requirements.

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