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High-Level Support Officer

2 months ago

Sydney, New South Wales, Australia Aurex Group Full time

Job Summary:

Company Overview:
Aurex Group is a leading Real Estate Fund Manager seeking an experienced and dedicated Executive Assistant to provide exceptional support to a busy Executive Director and his team in Sydney.

Key Responsibilities:
As the Executive Assistant, you will ensure the seamless functioning of the team and require administration, organisation, and relationship management to efficiently & effectively supporting your director. The role includes:
  1. Managing email correspondence and organising documents with discretion and professionalism.
  2. Coordinating and managing the executive's diary, scheduling meetings, teleconferences, and video calls, along with booking suitable meeting spaces.
  3. Serving as a professional point of contact for clients, including welcoming and greeting visitors.
  4. Facilitating all travel arrangements, from business case creation to itinerary preparation, flights, accommodation, and transportation.
  5. Preparing documents, presentations, and administrative materials with meticulous attention to detail.
  6. Compiling agendas, taking minutes, arranging catering, and fulfilling ad-hoc requirements for internal and external meetings.
  7. Having a sound knowledge of office procedures, an attitude to accept responsibilities and to work autonomously as required but also participate as a team member within the business unit.
  8. Demonstrating knowledge of office procedures, working autonomously while fostering teamwork, and driving team social initiatives.

Finance and Operations:
The role also involves:

  1. Coordinating and managing reports and assisting with deal tracking, fee forecasting, and budget reporting.
  2. Handling expense claims, including corporate credit card and personal reimbursements, obtaining necessary approvals.
  3. Tracking recoverable and non-recoverable costs.
  4. Facilitating supplier creation and payment processes, including invoices.
  5. Overseeing onboarding and offboarding processes for new starters and departing staff.
  6. Supporting the executive with HR and legal matters.

Events:
You will also be responsible for:

  1. Coordinating team and client events, managing budgets, run sheets, guest lists, invitations, catering, venue reservations, and entertainment.
  2. Purchasing event tickets for staff and clients as needed.

Requirements:
To succeed in this role, you will need:

  1. Year 12 Level Education / TAFE or Business Studies.
  2. Minimum 5+ years' experience providing high-level support to Senior Executives.
  3. Experience in property/commercial real estate will be favourable.
  4. Strong proficiency in Microsoft Office Suite and calendar management tools.
  5. Exceptional organisational skills and attention to detail.
  6. Strong communication skills and the ability to handle confidential information.
  7. Ability to work autonomously and as a team member.

What We Offer:
Aurex Group is offering a competitive compensation package and opportunities for professional growth and development.