Executive Assistant

Job Number:
493171
Work type:
Full Time Permanent

**Location**:
Sydney (CBD), Melbourne (CBD)
Categories:
Operations, Leadership & Management

**Who is the Guild Group and why join?**

Guild Insurance is unrivalled in the market for providing insurance solutions to allied healthcare professionals. For more than 50 years, we have been trusted by our communities to provide exceptional products and services and unparalleled customer experiences, driven by genuine care for our clients’ professional and financial well-being.

We are proud to say it’s a place you can make things happen. Because of our size, we are more nimble to change and evolve; we are innovative with our customers driving our strategy; and we pride ourselves by aligning everything we do with our purpose, vision, and values ensuring we not only deliver, but do it in the right way.

Our comprehensive product suite includes professional indemnity, public liability, workers’ compensation, business, home & contents, and car insurance. We are Australian-owned with offices nationally, so our customers benefit from our local knowledge and presence.

**The Role**

Executive Assistant to support our Executive General Manager of Guild Insurance. This pivotal role will see you providing a partnership, project management experience, and administrative support not only to the Executive General Manager of Guild but assisting the broader leadership team and Insurance Group. We are looking for a highly organised, enthusiastic, and personable executive assistant based in Melbourne or Sydney that will flourish in a fast-paced environment and has a level of maturity, assertiveness, proactiveness, solution-focused mentality, and an attitude of “get stuff done”. Working increasingly autonomously whilst supporting our Executive General Manager, her behaviours, habits, and workload; your role is a key appointment to our company. You already have highly developed communication and interpersonal skills, and proven leadership experience enabling you to influence senior stakeholders and negotiate mutually beneficial outcomes. You can produce high-quality documents, reports, and presentations for board meetings, whilst acting as a communication bridge between EGM and Executive leaders. You prepare and develop work in advance, understanding the needs of our EGM and business objectives for the Guild Group. You take initiative in all your tasks and movements, including being proactive in requirement gathering by managing stakeholders with clear deadlines and accountability.

**Some key accountabilities will include**
- Proactively provide executive support to EGM in a fast-paced work environment whilst always exercising initiative, discretion, and confidentiality.
- Facilitate and plan meetings including generating and distributing meeting agendas, and minutes and noting action items with a follow-up on allocating and chasing accountable individuals on outstanding action items.
- Take lead on scheduling and organising management meetings.
- Respond to queries, or requests for information on behalf of the Management team and liaise with relevant stakeholders if required to obtain information and input from others.
- Calendar management, coordinate a variety of tasks/appointments and meetings.
- Prepare presentations, draft of correspondence, agendas, reports and other documents in response to verbal and/or written instructions.
- Be the second set of eyes and ears for the Executive General Manager, understanding the ongoing needs of the business.
- Coordinate management and team events.
- Administrative tasks and support.
- Take lead on coordination of Insurance Leadership Team activities.
- Carry out day-to-day ad hoc tasks that enable management to operate smoothly and efficiently.
- Hold management accountable to agreed deadlines ensuring business needs are met in a timely manner.
- Proactively and collaboratively and work with other EA’s and team members to create a harmonious working rhythm.
- Support and Mentor other GIL EA’s and Administration Assistant.

**Specifically, you will be**
- At least 3 years' experience in an executive support role or similar.
- Ability to understand stakeholder needs and requirements whilst managing multiple projects to deadlines successfully.
- High level initiative, diplomacy, and confidentiality skills.
- Ability to deal effectively with a broad range of people at all levels in business.
- Active listener.
- Innovative and alert to opportunities for continuous improvement.
- Capacity to work autonomously whilst being reliable and consistent with delivery.
- Ability to futureproof decision making in-line with EGM needs and business objectives.
- Ability to accept and act on constructive feedback.
- Exceptional organisational skills that reflect an ability to perform and prioritise multiple tasks and meet deadlines.
- Strong writing and editing skills with high-level proficiency in Microsoft Word, PowerPoint, Excel, Outlook