Executive Assistant to Chief Operations Officer

Hawaiian is a leading Western Australian property company with an extensive portfolio which includes shopping centres, office buildings and hospitality assets, employing a team of over 100 people.

At Hawaiian our purpose and values are clear - _Enriching lives through our places and experiences and_ we are _Passionate, Considerate, Collaborative and Curious_. Hawaiian is proud to be a leading WA employer and we invite you to consider Hawaiian in your career journey.

An opportunity has arisen to undertake the role of **Executive Assistant to the Chief Operations Officer on a 12 month full-time contract with the possibility of extension or permanency.**
- Board and Committee meetings - schedule, arrange, compile and distribute agendas, attend, take notes and circulate minutes in a timely manner to relevant team members and attendees.
- Reports - consolidate, review for accuracy and completeness and ensure consistency to standards.
- Communications - draft correspondence, meeting agendas and presentations on behalf of the COO to allow effective communication with team members, Directors, Board and external parties.
- Presentations - create high quality presentations for team briefings and other occasions.
- Travel coordination - organise flights, transfer and hotel bookings.
- Expenses - consolidate receipts, reconcile and lodge for processing
- Coordinate and maintain the COO diary including organising appointments, meetings, travel and attendance at internal and external meetings
- Monitor and maintain the COO’s “work in progress” items to ensure timely follow up and completion
- Identify, anticipate and prepare information requirements of the COO for meetings, appointments, presentations etc.
- Follow-up inward and outwards requests for information, outstanding reports, and correspondence
- Support the COO to manage his workload, activities, and management responsibilities.
- Receive, review and prioritise COO correspondence
- Maintain a filing system for the COO which enables the timely retrieval of key documents, including approvals, minutes, reports etc
- Build strong relationships with COO contacts
- Liaise with and greet visitors and associates on behalf of the COO
- Maintain confidentiality and discretion with all dealings.
- Provide support to Hawaiian’s Directors by being back up to their designated assistants.
- Back up for Office Administration Team duties including Reception, Kitchen and Team Events.

**Qualification Requirements**:

- Previous experience of 5+ years in an administration position, property exposure being desirable
- Typing speed of at least 60 wpm with 95% accuracy
- Driver’s License essential.

**Preferred Skills and Attributes**
- Exemplary communication skills - verbal and written, including grammar and spelling.
- Proficient in accurate minute taking. Able to draft and format complex written documents.
- Style - strong interpersonal skills with a personable yet professional approach.
- Flexibility - able and available to work outside of core hours as needed.
- Confidentiality - able to maintain confidentiality and handle sensitive matters considerately, diplomatically and discreetly.
- Organised - solid principles and practices of record keeping i.e., maintaining filing and archiving systems. Demonstrated ability to plan, organise and prioritise work in an environment with multiple and conflicting demands. Ability to manage deadlines and working with multiple priorities.
- Able to work under pressure - need to be quick and decisive when needed, deal with conflicting priorities, meet strict deadlines and pay attention to detail.
- Technical skills - accurate word processing skills and a strong knowledge of a range of computer packages, including, Word, Excel, PowerPoint, Outlook, Chrome & Microsoft Sharepoint.
- Work style - able work both independently and cooperatively as required.

Take this opportunity to take the next step in your career with a highly successful company that believes its best investment will always be its people.