Senior Executive Administrator

2 weeks ago

Melbourne, Victoria, Australia Toll Transport Pty Ltd Full time

About Toll Transport Pty Ltd

Toll Transport is more than just a logistics provider; we are a pivotal force in the global supply chain. With a dedicated workforce of 16,000 professionals, we tackle logistics, transportation, and supply chain challenges of all sizes. For over 130 years, we have been a trusted partner to more than 20,000 clients across 500 locations in 27 markets, supported by a forwarding network that spans 150 countries. We proudly operate as part of Japan Post.

Location: Canberra, Melbourne, or Brisbane

We are seeking a highly skilled Executive Assistant with a robust background in operational support to join our Government and Defence division. This role, reporting directly to the Division President, presents a unique opportunity to excel in a dynamic environment where each day brings new challenges. You will be instrumental in ensuring the efficient functioning of our offices in Canberra, Melbourne, and Brisbane, while supervising two direct reports.

The ideal candidate will possess outstanding time management skills and the ability to anticipate the needs of the President. You will engage professionally with a diverse range of individuals, including members of the Senior Management Team and direct reports. Success in this position requires the handling of sensitive and confidential information with the highest level of professionalism and discretion.

Key Responsibilities:

  • Executive Support:
  • Provide comprehensive administrative and secretarial assistance to the President, including managing schedules, coordinating travel, and preparing for meetings.
  • Proactively organize workflow, information, and meetings to align with the President's future requirements.
  • Coordinate the preparation and distribution of agendas, presentations, and necessary documentation for meetings.
  • Operational Support:
  • Ensure seamless office operations by managing IT resources, document control, and administrative tasks within the Government and Defence division.
  • Oversee travel and accommodation arrangements for the President and Business Unit, ensuring compliance with 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, ensuring high standards of task completion.
  • Lead by example, embodying Toll's core values and promoting them within the team.
  • Financial Assistance:
  • Process expense claims through Concur, manage invoices, and oversee cost control activities.
  • Handle quotes for office supplies and ensure timely and accurate financial reconciliations.
  • Administrative Duties:
  • Welcome and manage visitors, maintain visitor logs, and conduct site inductions.
  • Coordinate scheduling for boardrooms and meeting rooms, supporting the setup and execution of meetings and events.
  • Oversee office supplies, IT access, and maintain a professional office environment.
  • Travel Coordination:
  • Manage travel bookings to ensure smooth and cost-effective trips in accordance with company guidelines.
  • Oversee travel reconciliations, ensuring accurate reporting and adherence to budgetary constraints.

Qualifications:

  • A minimum of 5 years of experience in a similar role, providing executive support to senior leaders and managing remote offices.
  • Exceptional organizational skills, proficiency in MS Office, and strong communication capabilities.
  • A flexible mindset, ability to thrive under pressure, and a commitment to workplace safety.
  • A qualification in Business, Administration, or Management is preferred.

Why Choose Toll?

At Toll, you can play a vital role in delivering essential services. From food and fuel to medical supplies and emergency services, we help businesses and communities flourish. Every day brings new opportunities for growth and innovation. We encourage curiosity, collaboration, and meaningful connections. With a bold vision for global expansion, our team of over 16,000 passionate individuals is dedicated to progress. We work in supportive teams, guided by approachable leaders who empower us to make impactful decisions swiftly. Benefit from industry-leading training and the chance to take on diverse challenges that will advance your career and contribute to our customers and communities.

We celebrate diversity and inclusivity at Toll, welcoming individuals of all ages, ethnicities, genders, and abilities.

To learn more about us, please visit our website.

Applicants must be entitled to work in Australia and be prepared to undergo pre-employment checks, including a criminal history check and medical examination.

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