Executive Assistant

Executive Assistant

**1. Executive Assistant to the Supply Chain Director and General Counsel of Australia and New Zealand.**

Provide an accurate and efficient level of administration support to the Supply Chain Director and General Counsel of Australia and New Zealand. Supporting high-profile requests whilst ensuring decisions, meetings and information is prioritised, progressed and received across the multiple disciplines of the business.

**Responsibilities**:

- Diary coordination
- Weekly meetings with the Supply Chain Director and General Counsel to discuss the upcoming meetings and completion of tasks.
- Screening calls and responding to enquiries in a timely manner
- Organising agendas for international visitors
- Coordinating complex meetings across multiple time zones
- Arranging meeting rooms, video conferences and conference calls
- Expense reports
- Purchase requisitions
- Preparing/coordinating key meetings with various people across the business
- Filing
- Exercising appropriate discretion with confidential and sensitive information
- Maintaining an effective follow-up system to ensure deadlines and work commitments is met
- Other projects as requested

**2. Administration Support to the Supply Chain and Legal Team**

Provide an accurate and efficient level of administration support to the Supply Chain and Legal Teams.

**Responsibilities**:

- Arranging meetings
- Arranging meeting rooms, video conferences and conference calls
- Ordering stationery and other supplies.
- Ordering catering
- Coordinating monthly staff product orders
- Raising purchase requisitions
- SAP invoice approval
- Organisational Charts for Australia and New Zealand
- Ordering business cards and desk name plates
- Filing
- Post
- Organising travel and accommodation
- CSL and Stock Inventory Reports
- Other ad hoc duties

Provide central reference and resource for all KCA American Express matters.

**Responsibilities**:

- Set up new American Express members in SAP
- Provide database maintenance
- Be key KCA contact for American Express

**4. Travel Bookings**

Booking and coordination of all travel arrangements for the Supply Chain Director and General Counsel of Australia and New Zealand and Supply Chain and Legal teams.

Booking travel online and /or through our travel provider for both domestic and international requirements.

Providing each traveller with sufficient and appropriate information including all approval documentation for expense purposes.

Arranging travel visas, if necessary.

**Responsibility**:

- To ensure each member is fully aware of all travel arrangements and has been provided with all relevant documentation.

**_ Person Specification _**(**_Skills, qualifications, experience and personal attributes)_**

**Essential**:_Mandatory to ensure the job is done effectively and efficiently_
- Strong planning and organisational skills
- Accuracy and attention to detail
- Initiative and problem solving abilities
- Effective communication skills
- Advance level of skill with MS Word, Excel, Outlook, Powerpoint
- Experience in managing travel bookings

**_ One-KC Behaviours_**

**Build Trust**:
Communication

**Make Decisions**:
Planning and Organising

**Win Consistently**:
Taking Ownership

**Think Customer**:
Building Customer relationships Initiating Action

**Continuously Improve**:
Building effective work relationships Adaptability

**Build Talent**:
Continuous Learning

**Global VISA and Relocation Specifications**:
**Primary Location**: North Sydney Office

**Additional Locations**:
**Worker Type**: Employee

**Worker Sub-Type**: Regular

**Time Type**: Full time