Executive Assistant

**Who are we?**

Capricorn is a member-based financial services organisation which exists to improve the lives of over 25,000 Members across Australia and New Zealand by supporting them in building stronger automotive businesses. We provide products and services including trade credit, risk protection, equipment finance, trade events, travel services, fuel cards and more. Last financial year Member purchases exceeded $2.93 billion and Member returns exceeded $72.5 million.

**A great place to work**

When you join Capricorn, you become a part of something bigger than a typical company, because as a co-operative we exist to improve the lives of our Members by supporting them in building stronger businesses - not the other way around.

We are purpose-led and are committed to empowering our community to thrive. Our community includes our employees, and we know what is important to them, because we asked And here's our commitments to you:

- Provide a diverse and inclusive workplace - because we know how important it is for everyone to be treated fairly and with respect.
- Give you flexibility - it's important to recognise we are all unique and need to create work life balance.
- Offer paid parental leave - that supports both parent's leave and their transition back to work.
- Create a fun environment - our social calendar is full up with a range of different virtual and face-to-face events to keep us connected.
- Work perks - that our employees actually use, such as a fantastic reward and recognition program, wellness program, additional leave purchase and so much more

**The role and what we are looking for**

Responsible for understanding the responsibilities, needs and priorities of the executive to support the development and delivery of strategic initiatives. The key being to create the time and space needed for the executive to focus on the most critical demands. This service-oriented position operates within a very busy environment where excellent organisational skills and a high degree of responsiveness and forward-thinking are critical in order to meet departmental demands in a timely manner. This position also requires the incumbent to have superior communication skills as they will be required to work with stakeholders from all levels within the organisation.

**Key Accountabilities**

**Executive Support**
- Support the executive in the development, delivery and monitoring of business unit initiatives.
- Support the executive in developing a collaborative high performing team culture.
- Manage the executive's time and calendar by exercising discretion and decision-making while filtering requests for the Executive's time ensuring strategic priorities are met. Keep the executive on schedule by providing prompts.
- Plan the yearly calendar for each Division including strategy review meetings and team building activities.
- Perform special projects as directed by the executive, including the review, research, and analysis of information.
- Working with the executive to strategies and manage a portfolio of relationships including scheduling of meetings, prioritise team relationships such as CAPpreciate, thankyou notes and birthday reminders.
- Prepare minutes, agendas and other documentation as required by the reporting executive.
- Use appropriate discretion in the absence of the reporting executive to refer urgent matters to the appropriate senior executive and inform the reporting executive of important developments.
- Communicate on behalf of the reporting executive to other executives or staff as directed or required.

**Business Processes**
- Develop appropriate systems, procedures, and controls to enhance the accuracy, timeliness and presentation of the executive's work in the executive's managerial and management reporting functions.
- Preparation of documents, presentations, excel spreadsheet analysis as required
- Establish and maintain appropriate systems of work.
- Maintain reporting executive's filing systems and calendars.

**Communication & Information Flow**
- Screen telephone calls and provide appropriate responses in the absence of the executive.
- Liaise between the reporting executive and other Management and staff for all communications.

**Business Arrangements**
- Proactively organise functions and events to drive team engagement as required.
- Support the Finance and Technology Divisions senior leaders as required.
- Organise the appointments and diaries of the reporting executive.
- Arrange any travel requirements for the reporting executive and other staff as required.
- Raise purchase orders as authorised by reporting executive.

**General**
- Adherence to Capricorn's Code of Conduct. The code provides the standards for appropriate ethical and professional behaviour.
- Operate in accordance with our Values of Accountability, Courage, Collaboration and Trust, which provide the foundation for How We ACCT.
- Comply with Capricorn requirements, policies and procedures at all tim