Executive Assistant to Managing Director Cib

**Executive Assistant role supporting the Managing Director Corporate & Institutional Bank**:

- **People leadership responsibilities for a team of office/admin support**:

- **Sydney based - hybrid working**:

- **Excellent opportunity to propel your breadth of C-suite EA expertise at Westpac
**How will I help?**

As a seasoned Executive Assistant, you will have instant impact by leveraging your significant breadth of experience in planning and organising your executive, coupled with your confidence for managing competing tasks and stakeholders.

You’ll be the ears and eyes on the ground, and with natural people leadership qualities, you will oversee a team of office/admin support and be entrusted to get things done. You’ll be well known for your passion for strong customer and colleague experience too. Additionally, your ability to efficiently enable your executive to be fully prepared and briefed, using your skills to forward plan, manage stakeholders, and coordinate a complex schedule will be critical.

**Central to the role, there are 5 key areas of responsibility**:
Direct support:

- Collation of documents/packs for meetings - management of travel packs and organisation of itinerary for internal and external meetings (offshore and domestic)
- Effective delegation and initiating assistance as appropriate with respect to incoming requests
- Collaboration in the office is generally three-plus days each week, with flexibility as required.

Leadership:

- People leader to seven Team Coordinators, and being the senior admin team member for broader support team
- Leading compliance and other activities to ensure adherence with regulatory, legal, and business requirements.

Business Support:

- Coordination of functional leadership team meetings, including agenda preparation and collation of materials, end to end coordination of offsites including booking venues, distributing invitations, collating replies, liaising with venue teams for catering and accommodation requirements, program development and leading arrangements with both internal and external speakers
- Coordination of all-in-team meetings, including agenda management, booking meeting rooms, preparation of materials as required, and being the key ‘on the ground’ support on the day
- Coordination of travel arrangements and accommodation for the MD CIB
- Providing regular reporting via People HQ, compliance reporting for team, development plans, sick / annual leave monitoring, staff movements, ensuring performance appraisals completion at half-yearly and yearly for all team members within the prescribed timeframes.

Expense management:

- Expense planning and management, including processing, reconciling and approving accounts, payments, and reimbursements
- Supporting and obtaining expense, travel, contract, and other required approvals from the MD CIB.

Communication:

- End to end responsibilities for internal CIB wide communications - including fortnightly newsletter and ad hoc communications as required
- Handling requests for information
- Managing distribution lists

**What’s in it for me?**

You’ll be a valuable member of the MD’s leadership team. You’ll also working broadly with 8 direct leaders within the business, help drive the team culture and work from deep intuition to execute on tasks with the implicit trust given to you by the MD CIB.

You’ll also keep growing your career, backed by a fantastic team of people with a can-do, supportive structure. Whatever shape your family takes, we offer generous paid and unpaid parental leave for your nominated primary and support carers. This includes leave to organise adoptions, surrogacy, and foster care arrangements. And we’ll pay your super contributions while you take all the time you need to get your new family settled.

**What do I need to succeed in this role?**
- The ability to build excellent working relationships across the EA and Admin network of CIB, WIB & Westpac
- High attention to detail coupled with a strong delivery focus to enable success of the team
- Tenacity and exceptional organisational and time management skills tempered with the ability to prioritise, pivot, triage and respectively push back when needed
- Sound judgement, intuition, fresh perspective and logical thought processes to trouble shoot and provide proactive solutions to ensure a smooth day to day for the MD and the broader team
- Functional people leadership experience for Team Coordinators, and senior admin.

**What is it like to work in this team?**

With twice weekly catch ups with the MD CIB, ability to implement new ideas to boost team culture and ways of working, you’ll be working with a collaborative team of passionate people with a shared ambition to make a difference for our customers, our communities and each other. At Westpac, making a difference means creating impact, unlocking our own and each other’s passions, and transformative success stories to create better futures toget