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Executive Assistant to Chief Operating Officer

3 weeks ago

Chippendale, Australia Grok Academy Limited Full time

Our passion is education, and we’re looking for people who share that passion to join us as we reinvent learning for students across Australia and the world. We don’t just build resources for students - we build interactive learning experiences that excite and challenge students. We want to see every student succeed, whether they’re in pre-school, K-12, the tertiary sector or engaging in their own self-paced learning.

As the Executive Assistant to the Chief Operating Officer, you will be responsible for providing a broad range of administrative and clerical support for the effective operation of the team. This includes proactive and assertive calendar management, meeting and document preparation. It will require you to develop strong relationships with other areas across the business. The role encompasses a variety of other administration activities including expense management, travel bookings, event and team activity coordination. Other responsibilities include, but are not limited to:

- Successfully support the Head and wider team through early meeting preparation, identifying ahead of the curve any anomalies with the calendar/inbox, guarding the diary when required and making informed decisions to maximise the COO's time
- Be seen as a trusted business partner to the COO and the wider team
- Delivering a confident and mature approach when making decisions on behalf of the COO
- Keep your COO well informed on key meetings and ensure they are well prepared going into all meetings
- Professionally representing Grok, the management team, and the broader Operations team

We need someone who:

- has extensive EA experience;
- demonstrates resilience and strong organisational skills to balance a high volume workload and competing priorities;
- is a motivated and ambitious individual committed to achieve team goals;
- has excellent verbal and written communication and interpersonal skills;
- has superior skills in Microsoft Office, with knowledge of Jira and Confluence desirable;
- the ability to manage workflow, priorities, work well under pressure and be flexible;
- demonstrates a high level of professionalism - face to face, over the phone and through correspondence; and
- is a self-motivated individual, who displays a pro-active style, has exceptional attention to detail and an inherent desire to provide excellent customer service.

**Position details**

We are hiring for an Executive Assistant in our growing operations teams. The role is available full-time or part-time staff.

At Grok we are inspired by our purpose - we learn about education and technology every day and share our learning with our community. All staff are employed under the Grok Academy Group Enterprise Agreement, which offers generous salary and conditions including:

- A 35-hour working week;
- flexible working arrangements to promote a work-life balance; and
- generous leave entitlements, including annual shutdown and up to 26 weeks of paid parental leave (12 weeks for the non-primary carer).
- How to apply_

1. A 1-2 page response with reference to the position description explaining:

- why you want the role;
- what you would bring to the role and what you would get out of it; and
- an achievement that you are most proud of.

2. A current curriculum vitae; and

3. Two referees with a thorough knowledge of your work performance.

**Position Description**

Your position as a Executive Assistant will include but is not limited to the following duties:

- effectively coordinate and manage day-to-day office operations and administrative activities, including complex management of diaries and calendars and coordination of travel;
- organize and support meetings, including scheduling, booking venues, catering, preparing agendas, collecting and distributing documents, and taking minutes;
- support all staff meetings including: setting up and managing meeting schedules, preparing agendas and taking minutes;
- make decisions regarding the management and coordination of the day-to-day functions of the Head;
- establish and manage effective working relationships with key stakeholders and the Grok team;
- work collaboratively with colleagues in the Operations portfolio to ensure strategic goals are achieved;
- maintain, review and improve effective administration systems and practices, including correspondence, WHS and records and records management.

All staff will:

- Collaborate with your team (communicate, help, coach and learn from each other) to achieve team or project objectives.
- Work effectively with your manager to perform your role.
- Evaluate your work against Grok’s strategic goals.
- Perform other work as reasonably directed by management.

**Job Types**: Full-time, Part-time, Permanent

**Salary**: $85,000.00 - $120,000.00 per year

**Benefits**:

- Parental leave
- Work from home

Schedule:

- Flexible hours
- Monday to Friday

**Experience**:

- secretarial: 3 years (required)

Work Authorisation:

- Australia (require