Executive Assistant to MD

Executive Assistant to MD

• Unique opportunity to support the Managing Director of a highly successful technology company with an international footprint, in a busy, vibrant environment
• Combine your exceptional organisational skills with your deep experience in office administration and capacity to juggle the priorities of the most senior leader in the business
• Sophisticated corporate office environment located in Malvern East, Victoria
• Permanent, full-time, onsite role.

About the Company

Ultradata is a trusted technology business partner to significant financial institutions across the Australian and Oceania financial services market.  A long-established business with 48 years' experience, Ultradata has successfully completed thousands of technology projects across a portfolio spanning core banking, funds management, consumer finance, lending, and an array of digital and online services.  Its vision is to be the premier provider of innovative software technology solutions and professional services, unrivalled in the finance industry.

Is this the next step for you?

With your depth of experience, you will come well-equipped to provide the full range of administrative and executive support to ensure the efficient running of all day-to-day activities and competent planning of a range of events. You will work independently, maintain confidentiality and build trusted relationships across the organisation.  You may also provide administrative support to other executives as required, and play a key role in the management of the corporate headquarters building, including liaising with the residential tenancy agent given the building also includes a number of residential apartments.

Specific responsibilities will include:

• Organise meetings with internal and external stakeholders
• Provide a full range of administrative and clerical support services, including travel arrangements, invoice management, sourcing quotes, filing and records management, mail and photocopying
• Coordinate and reconcile monthly credit card statements and expenses
• Respond to phone calls, correspondence, and emails and initiate action as appropriate. Help to ensure staff can reach the MD when they need to
• Coordinate the compilation, production and distribution of agendas and reports for various Board and leadership meetings, and other meetings as required
• Provide timely, efficient secretarial services, including minute-taking, and related administrative support to meetings and other forums as required
• Plan and coordinate events and functions and special meetings, including the organisation of catering as required
• Provide support and guidance to the Receptionist as necessary
• Maintain the register of defects in relation to the head office building, and liaise with builders, maintenance manager and trades to rectify defects and maintenance issues
• Coordinate the day-to-day requests of the agent responsible for managing the residential tenancies in the building, and action in association with the MD
• Manage the security and distribution/return of various items, including laptops, demonstration equipment, building keys, fobs and similar
• May be required, intermittently, to attend the office earlier in the morning to provide access to tradespeople
• Other administrative support or projects as requested by the MD.

The ideal candidate:

• Tertiary level education
• Energetic and enthusiastic – able to work within our core values of dedication, passion and integrity
• Proven experience as an EA or Senior Administrator to a CEO or MD, ideally in a highly commercial environment where priorities and expectations change frequently
• Exceptional skills in dealing confidently and courteously with people at all levels
• A natural ability in building rapport and relationships
• Capacity to maintain a high level of discretion and exercise sound judgement in dealing with sensitive and confidential matters
• Strong organisational skills, attention to detail and capacity to manage competing priorities
• Capacity to work independently with minimal direction
• Ability to pre-empt and effectively manage tricky situations
• Willingness to be flexible in working hours to achieve set deliverables
• Professional dress standards
• Proficient in the use of the Microsoft Office Suite (Word, Excel and PowerPoint)
• Prior experience coordinating building management activities would be an advantage
• Prior experience in taking and preparing minutes
• Experience in travel management.