Executive Assistant

7 days ago

Melbourne, Australia Gentrack Full time

The Executive Assistant role will be working autonomously to provide support and assistance to two members of our Executive Leadership Team (ELT) as confirmed. You will be the point person for alleviating any administrative and some operational burden to allow the ELT to focus on the strategic elements of the business. The role demands absolute discretion, high attention to detail and an understanding of the professionalism required to maintain confidentiality.

The Role Specifics
- Proactive Diary Management: Manage and Coordinate diaries - engaging directly with
key stakeholders to understand business priorities and approaches.
- Key Stakeholder Management: coordinating external meetings and building relationships with key customer EAs/contacts.
- Collaborating across the business with SLT and Gentrack EA community to ensure best practice and business deadlines are met
- Travel and Accommodation: coordinate and book travel and accommodation for members of the ELT- always taking a proactive approach.
- Support ELT with key customer activities for example, content for presentations coordinating across their SLT as instructed.
- Taking minutes of meetings and recording actions and managing these as directed and on behalf of the ELT member.
- Expense Management: complete executive expenses within policy guidelines
- Support the Senior Executive Assistant when required if time zone critical and dependent.
- Event management / ELT Communication i.e.
supporting with coordinating Townhalls and offsite meetings when required.
- Handling confidential matters ensuring confidentiality is always maintained.
- Communication: Managing internal and external communications on behalf of the ELT in timely and appropriate manner

What we are looking for:

- Proven EA or Senior PA experience in a similar role, min 5
years’ experience in similar roles
- A demonstrated ability to anticipate the needs of senior leaders and to work proactively to meet those needs.
- Ability to coordinate and multitask
- An understanding of the complexities of working for a global business
- Able to maintain highest levels of confidentiality and professionalism in dealing with sensitive information.
- High integrity and professionalism to represent the brand of the ELT member.
- A high degree of personal resilience and demonstrated success in building strong relationships and dealing with senior stakeholders.
- Strong team player - to support and respond to the Senior Executive Assistant queries in reference to CEO and Board matters.
- Articulate, clear communicator with strong interpersonal skills, comfortable liaising with senior executives and key stakeholders both internally and externally.
- A confident multi-tasker, able to prioritise tasks, be proactive and work autonomously.
- Ability to cope under pressure and meet deadlines.
- Energised by a challenging role within a complex, fast paced environment.
- Takes immense pride in their work by demonstrating accuracy and excellent attention to detail.

Technical Skills:

- Advanced Microsoft suite including Word, Excel Power Point and Outlook
- Experience with using Confluence would be useful

LI-JB1

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