Executive Assistant

4 days ago

Subiaco, Australia Private Advertiser Full time $60,000 - $80,000 per year

Executive Assistant / Administrator

  • Subiaco location - Close to the city and public transport
  • Competitive salary
  • Diverse role

The Company

This important role works with a diverse group of companies which undertakes agricultural (primary production and thoroughbred breeding), investment related, share trading and residential property development activities. This is an interesting and engaging role that ensures that no two days are the same.

The Role

  • The Administrator will report to Senior Management and ultimately to the Directors and the Managing Director in particular, and will undertake the MD's Executive Assistant tasks.
  • The role is heavily involved in the primary production and thoroughbred breeding recording activities for the Company.  This includes liaison with key farm personnel in WA and Victoria as well as communications with stud farms in New Zealand and France, and other business interests in Japan.
  • The successful candidate will work closely with the Business Manager / Management Accountant and assist as the back up for accounting functions, as well as assist with the management of share trading and land development activities.
  • This is an office-based position but ad hoc travel to Company sites may be required.

Key Duties include:

  • Provide high level administrative support to the Managing Director and the Board:

  • Email and diary management

  • Typing correspondence
  • Document management and filing
  • Meeting scheduling and preparation

  • Travel arrangements.

  • Operational duties (Thoroughbreds / Farms):

  • Maintenance of thoroughbred management system (Ardex)

  • Maintenance of various schedules
  • Liaison and lodging of documents with thoroughbred authorities
  • Liaison with thoroughbred-related suppliers and contacts

  • Ensure compliance with Company protocols

  • Actively maintain the Company's document management system and filing systems

  • Back up for accounts payable, accounts receivable, bank and credit card reconciliations

Selection Criteria Essential

  • Minimum 3 years previous EA / Office Administration experience
  • Previous accounts and data entry experience
  • Ability to manage priorities efficiently and communicate effectively
  • Strong IT skills in Microsoft Word, Excel and Outlook and a genuine interest in systems improvement and driving efficiency
  • Highly competent with modern technologies
  • Exceptional attention to detail
  • Ability to multitask, work under pressure and meet deadlines
  • Strong desire to learn within a team environment

Highly Desirable

  • Experience with an intermediate level accounting package
  • Primary production knowledge desirable but not essential
  • Thoroughbred knowledge desirable but not essential
  • Ardex knowledge desirable but not essential
  • Experience with AI an advantage
  • ClickUp knowledge desirable but not essential

Personal Qualities:

  • Energetic and dynamic disposition
  • Excellent communication and telephone skills
  • Strong customer focus, both internal and external
  • Committed to excellent standards and pride in achievements
  • Enjoys working to deadlines and competing demands
  • Dedicated and organised with a mature approach and strong work ethic
  • High level of initiative and self-motivation
  • Willing to assist in other areas when required and work in a team environment
  • Adaptable and flexible

Qualifications & Experience:

The successful candidate for this position will have a Secretarial and Accounting Certificate level qualification or demonstrate equivalent experience, with intermediate to advanced level in MS Office Suite.

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