Executive Assistant

The Executive Assistant/Business Coordinator is responsible for supporting the Australian Management Team. The EA/BC would work directly with the COO and Head of Sales and Marketing. This person must be flexible, have excellent time management and multi-tasking skills, and confidentiality would also be paramount due to the exposure to sensitive information.
- Provide high-level administrative support in a timely and professional manner.
- General document administration; creating and updating files.
- Gain exposure and knowledge of business processes across all functional areas to support management in their efforts to drive efficiencies and reduce costs.
- Liaise with all levels of employees.
- Understand and maintain confidentiality relating to all business activities, especially relating to financial details, customer/ supplier details, and employee information.
- Understand and maintain appropriate protocols when interacting with employees, customers and suppliers.
- Create and update PowerPoint presentations and Excel reports.
- Plan, coordinate and manage travel arrangements and logistics as requested.
- Enter and manage expenses through NetSuite and the SAP Concur platform.
- Coordinate on-site and off-site meetings and events.
- Manage weekly on-site catering and cafeteria requirements.
- Perform general clerical duties including (but not limited to) collecting and sending mail, depositing cheques, printing and posting statements and invoices.
- Conduct meeting preparation and data analysis as required.
- Attend meetings as minute-taker. Follow-up attendees to ensure action items are complete.
- Manage scheduling for recurring meetings; updating and resending appointments as required.
- Follow-up sales team to ensure weekly reports are submitted on time.
- Create and modify documents in the Microsoft Office Suite
- Create and update records in NetSuite.
- Prepare Dashboard reports for Management and other analysis as requested.
- Assist with special projects.

**Preferred Knowledge**
- 3-5 years’ experience supporting senior level leadership
- Knowledge of administrative and clerical procedures
- Knowledge of the Microsoft Office Suite (PowerPoint, Excel, Word)
- Compliance Understanding

**Preferred Skills**
- Excellent interpersonal skills
- Professional personal presentation
- Exercise a high level of discretion and attention to detail
- Customer service orientation
- Team building skills
- Analytical and problem-solving skills
- Decision making skills
- Effective verbal and listening communication skills
- Attention to detail and high level of accuracy
- Very effective organisational skills
- Effective written communication skills
- Stress management skills
- Time management skills
- Reliability
- Caring for the well-being of all stakeholders
- Act with the utmost integrity and honesty
- Take responsibility and be accountable
- Passion for everything we do
- Change construction through innovation
- Intensely focus on customers
- Listen, understand and act
- What we do we excel at

**Salary**: $75,000.00 - $90,000.00 per year

Schedule:

- 8 hour shift

Ability to commute/relocate:

- Kilsyth, VIC 3137: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- Executive Assistant: 1 year (preferred)

Work Authorisation:

- Australia (required)

Work Location: In person