High-Level Administrative Support Professional
2 weeks ago
KordaMentha, an advisory and investment firm, seeks a talented Executive Assistant to support its leadership team. With an expansive presence in the Asia-Pacific region, our diversity is our strength.
The Office Support team is a group of professional individuals with experience in executive support, office support, and reception. We work in a supportive and collaborative manner with a customer service approach.
Job DescriptionWe are seeking a highly skilled Executive Assistant to provide high-level support to our executives. The successful candidate will manage calendars, coordinate meetings, handle travel arrangements, and assist with various administrative tasks.
Duties and Responsibilities:- Prepare presentations, reports, letters, spreadsheets, and other correspondence for Partners/Consultants and Executive Directors.
- Provide diary management to Partners/Consultants and Executive Directors.
- Coordinate meetings for Partners/Consultants and Executive Directors, including communicating with VIP/C-suite clients and their Executive Assistants.
- Organise meetings and luncheons for Partners/Consultants and Executive Directors, including ordering catering, preparing coffees, booking meeting rooms, setting up technical support, and phone/video conferencing.
- Organise travel itineraries, including booking travel, accommodation, processing visa and passport requests as required.
- Prepare expense reports for Partners/Consultants and Executive Directors.
- Manage incoming calls, emails, and correspondence, ensuring prompt attention and direction to the appropriate person.
- Organise client functions and marketing events.
- Record marketing activities and events for reporting purposes in CRM.
- Ensure CRM is up-to-date on a regular basis for Partners/Consultants and Executive Directors.
- Assist with proactive management of client jobs by reviewing weekly WIP/Debtor reports and providing ad hoc reporting as requested.
- Coordinate and ensure the team completes credential documents when an engagement finishes.
- Work with interstate Executive Assistants to coordinate team meetings and events.
- Board liaison and meeting preparation for some key clients.
- Assist Turnaround Management Australia (TMA) with the national conference and national events.
- Complete all invoicing, including creation of WIP reports and completion of necessary forms.
- Central point of contact for contractors working on client jobs within the team, including travel coordination and input of weekly timesheets.
- Assist with group projects and research requests as required.
- Assist in the photocopying and binding of reports and documents.
- Primary contact for document finishing, including securing and pdf-ing for the team.
- Assist in the preparation of mail outs, co-ordinate with staff and/or external printers.
- Prompt ordering of ASIC and document searches via the search service desk.
- Prompt creation of WIP reports via internal Practice Management system.
- Other specific service line tasks that are required by the team.
- Back-up support to other Executive Assistants and Office Support team members.
- Reception relief on an adhoc basis as required.
- Excellent telephone manner.
- Well-presented.
- Client service-oriented.
- Exceptional organisational skills.
- Ability to interact professionally at all times.
- PC literate, including advanced Microsoft Office (Word, Excel, PowerPoint, and Outlook).
- Confident in multiple technology systems, including CRM, SharePoint, and video conferencing.
- Ability to multitask, manage, and achieve multiple deadlines.
- Ability to work well under pressure.
- Ability to manage areas of responsibility and take initiative.
- Ability to work independently as well as part of a busy and dynamic team.
- Desire to take ownership of assigned tasks.
- Strong verbal, interpersonal, and communication skills.
- Accurate spelling and typing.
- Reliable.
- Flexibility regarding working hours, as well as ability to change priorities and tasks as required.
- Attention to detail.
- Proactive.
- Ability to adopt a 'hands-on' approach.
We offer a competitive salary package, commensurate with experience, estimated to be around $80,000 - $120,000 per annum, depending on location and qualifications.
How to Apply:For more information, please refer to our website. We look forward to receiving your application.
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