Executive Assistant

16 hours ago

Sydney, New South Wales, Australia Raine & Horne Pty Ltd Full time $80,000 - $120,000 per year

Part of the operational team in the Sydney office of Raine & Horne Group; a real estate franchisor with over 142 years of experience in the Australasian marketplace.

Primary Objectives:

Executive assistant - provide a range of executive/secretarial support and confidential administrative services, to support the activities of the Executive Leadership team, ensuring their priorities are met and organisational goals are achieved.

Office management - to ensure the efficient operation of the office by overseeing administrative coordination, coordinating daily activities, managing schedules, appointments, and meeting arrangements along with facility management and staff support to maintain a productive, organized, and professional work environment.

Key responsibilities:

  • Provide administration support to the Executive Chairman and Chief Executive Officer.
  • Coordinate key meetings, strategic planning sessions, and leadership events, including preparing agendas, presentations, briefing papers and taking minutes (where required).
  • Maintain, refine and coordinate internal processes to improve workflows and efficiencies for the Executive team.
  • Support the C-suite with preparation of board papers and the logistics of Board meetings.
  • Maintain professionalism and strict confidentiality with all matter and materials.
  • Collating papers from executive team meetings.
  • Answering phone calls, routing calls to the correct team member and/or taking messages.
  • Handling customer/client complaints both over the phone, and through the relevant ticketing system, ensuring all are attended to within the company's SLA.
  • Diary/email management.
  • All meeting coordination, including booking and managing meeting rooms.
  • Manage Executives' travel logistics and activities, including accommodation, transport and meals (where required);
  • Reconciling credit card statements monthly for the Executives, as well as general office expenditure.
  • Raising, reviewing and approving relevant operational Purchase Orders.
  • Overseeing the running of the corporate head office, including managing suppliers and contractor relationships.
  • Filing and retrieving corporate records, documents, reports, along with managing the archiving process for franchise and Raine & Horne materials.
  • Work closely with Executives to set up and/or implement policies, procedures, and systems and follow through to implementation
  • Maintain safe, injury/accident free and healthy work environment by establishing, following and enforcing standards and procedures, complying with legal regulations
  • Be responsible for a well-presented workplace that clients love to visit, & staff are proud to work in

Required skills & qualifications:

  • Five or more years in an administrative role, reporting directly to senior management (experience in franchising and/or real estate would be advantageous)
  • Strong verbal and written communication skills
  • Confident person – comfortable communicating with all stakeholders
  • Discrete and able to maintain confidentiality
  • Thrive in fast paced environments, with the ability to balance completing priorities and support Executives with reliability.
  • A proactive and highly organised individual, with strong problem solving and time management skills.
  • Positive and professional team player, who can remain calm under pressure and manage conflicting priorities
  • Proficiency in Microsoft Office and CRM software's

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