Executive Administrator

5 days ago

Melbourne, Victoria, Australia beBeePersonal Full time $60,000 - $80,000

Personal Assistant Opportunity

This is a unique chance to work as an experienced Personal Assistant for our client in Melbourne's CBD.

Responsibilities:
  • Diary Management and Meeting Coordination:
    • Proactively manage the Executive General Manager's (EGM) diary.
    • Organise meetings with accurate and convenient logistical arrangements.
    • Manage conflicting meetings ahead of time.
    • Ensure the EGM attends meetings on time.
    • Create reminders in the diary to ensure deadlines are met.
    • Book travel arrangements in accordance with company policy.
    • Coordinate events such as all-hands meetings, including venues, speakers, and content.
    • Coordinate team inclusion in company-wide celebrations and team engagement activities.
  • Correspondence and Presentation Material Management:
    • Under direction, prepare and send correspondence.
    • Follow up on pending matters with stakeholders and ensure meeting materials are sent/received ahead of time.
    • Ensure deadlines are adhered to and extensions are arranged ahead of time.
    • Under direction, prepare and proofread reports/presentations in accordance with company guidelines.
    • Prepare agendas, take minutes, and follow up on actions.
    • Build relationships with key staff and partners.
  • Co-ordination of Recruitment and Onboarding Activity:
    • Work with the HR/recruitment team to assist with the recruitment process.
    • Coordinate new starter onboarding process, including systems access, building access, desk space, and hardware equipment.
  • General Office Management:
    • Advise the team on general administrative matters.
    • Help organise complex meetings for the senior leadership team.
    • Collaborate with other EAs/PAs/TAs to organise events/workshops.
    • Cover for other administrative staff leave.
    • Office space planning and relocation coordination.

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