Executive Assistant

4 days ago

Sydney, Australia KordaMentha Full time

Job Title
Executive Assistant
Job Location
Sydney
Division
Practice Management - Office Support
Description
- **Hours: 8.30 am - 5.00pm**

**Reporting Relationships: Executive Assistant and Office Support Manager**

**1. Objectives and scope of the position**
- To provide direct assistance to Partners and Executive Directors with the daily management of word processing, travel arrangements, diary management and general administrative support.
- To provide administrative assistance to the wider Restructuring team in the areas of word processing, travel arrangements and general administration.

**2. Duties and responsibilities**

**2.1 Executive Assistant**
- Provide direct assistance to the Restructuring partners with the daily management of word processing, diary management and general secretarial support.
- Prepare PowerPoint presentations and reports, letters, spreadsheets and various other correspondence for Partners and Executive Directors as required.
- Organise meetings and luncheons for the Partners, including preparing coffees for client meetings.
- Organise travel itineraries, including booking travel, accommodation, processing visa and passport requests as required.
- Prepare expenses reports for Partners and Executive Directors.
- Prepare timesheets for Partners and Executive Directors.
- Organising client functions and marketing events internally and externally hosted events. Internal events and client boardroom lunches require overseeing of set up and re-setting of front of house.
- Assist Restructuring teams with job set up's, billing and WIP management on a as needs basis.
- Update CRM database including client contacts, organisations, opportunities and events as required.

**2.2 General administration**
- Arranging and preparing presentation material for team meetings.
- Managing catering requirements for client functions.
- Prepare reception area for functions, greeting guests, setting up and clearing after functions.
- Assist staff with IT equipment requirements.
- Update and circulate the Restructuring team staff utilisation schedule on a weekly basis.
- To assist professional staff in obtaining ASIC documents from Equifax online.

**3. Qualifications**
- Previous experience as an Executive Assistant in a professional services environment preferred.
- PC literate including Intermediate Microsoft Office (Word, Microsoft Excel, PowerPoint and Outlook).
- Exposure to CRM beneficial.
- Excellent telephone manner.
- Well presented.
- Strong verbal, interpersonal and communication skills.
- Ability to interact in a professional manner at all times.
- Flexibility, in relation to working hours, as well as being able to change priorities and tasks as required.
- Client service oriented.
- Ability to manage areas of responsibility and take initiative.
- Ability to work independently as well as part of a busy and dynamic team.
- Desire to take ownership of tasks assigned.
- Accurate spelling and typing.
- Attention to detail.
- Ability to adopt a 'hands on' approach.

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