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Executive Administrative Assistant, Apac
2 weeks ago
**Executive Administrative Assistant, APAC**
**About Palladium**:
Palladium is a global company working to design, develop and deliver positive impact on the lives and livelihoods of people around the globe; broaden access to health, water, power, and infrastructure; build enduring, sustainable, and transformative institutions and market systems to address global challenges; and conserve the natural world. We operate in over 90 countries and have a workforce of 4,000 talented, motivated, and diverse staff of all religions, races, languages, and gender identities.
**This Opportunity**:
The Executive Administrative Assistant will provide comprehensive support to the Managing Director (MD), APAC and other Director within the APAC region through preforming administrative and clerical tasks, effective communication management, and acting as the primary point of contact for both internal and external stakeholders in the Canberra office.
**Location**:
The position is based in Palladium’s **Canberra** office.
**You and Your Career**:
If you are a problem-solver, collaborator, and doer, and you have expertise in exceptional organization and time management, sound problem - solving, and capability to handle sensitive information with confidentiality and discretion we are interested in hearing from you.
We are a learning organization and provide growth opportunities from the start. We pride ourselves on giving you the freedom, resources, and guidance to chart a fulfilling career
**Reporting Lines**:
The Executive Administrative Assistant will report to the Managing Director, APAC
**Primary Roles and Responsibilities**:
The Executive Administrative Assistant will support the following:
Executive assistance - 50%
- Actively build sound professional relationships with all internal and external stakeholders, and be pro-active and proficient in stakeholder engagement
- Manage the MD’s calendar and meetings efficiently, pro-actively and in entirety; including detailed forward planning
- Co-ordinate and book meetings between multiple stakeholders, including external clients and internal colleagues and ensure meeting documentation is prepared on time and to a high quality
- Draft complex reports, presentations, proposals, contracts, letters/correspondence, and/or other written documentation on behalf of the MD
- Accurately, pro-actively and efficiently assess inward correspondence and communications to determine most appropriate action by self or others to minimise matters for MD attention
- Use initiative and judgment to attend to matters during the MD’s absence as authorised and ensure the smooth running of the office
- Ensure all financial reports, forecasts and proposals are prepared by relevant stakeholders and ready for review by the MD on a timely basis
- Check accuracy of contracts, contract amendments, reports, and agreements submitted to the MD
- Assist in the preparationof speeches and presentationsfor the MD’s speakingengagements
- Handle issues of a sensitive nature and maintain confidentiality and discretion
Office management & administration - 50%
- Lead and contribute to maintaining a positive workplace culture in the office, working closely with the other office administrators, HR and senior leaders to enable staff to thrive
- Prepare agendas, papers and minutes for key meetings; and ensure appropriate follow up in relation to all action items
- Management and booking of MD and Directors travel as required including complex multi destination itineraries
- Proactively manage the expense claim and credit card acquittal process for the MD and other Directors as required, ensuring timely and accurate submission of claims in line with global finance policy
- Organise and oversee facilities, office and kitchen supplies to ensure the Canberra office is fully equipped to enable staff to undertake their work efficiently and without disruption; in conjunction with the Office Manager, Brisbane
- Support research and data analysis on various corporate initiatives when required
- Organise functions for the Canberra office as required for both internal and external events in conjunction with the Office Manager, Brisbane
**Essential Criteria**:
- Significant prior experience in a previous Executive or Personal Assistant, or senior administrative role
- Experience in diary management, time management and correspondence at a senior level
- Excellent understanding of international travel booking requirements
- An ability to perform in a demanding business environment
- Ability to represent executives with tact and discretion at all levels and professional skills to handle sensitive or difficult situations diplomatically
- Demonstrated political acumen to work in an executive level office environment, including an ability to deal with sensitive and confidential issues, maintaining confidentiality at all times
- Ability to develop and maintain trusted relationships and contribute positively to office and team culture
