Executive Assistant/ Office Coordinator

4 days ago

Newcastle Maitland Hunter, Australia Alfabs Group Full time $104,000 - $130,878 per year

We are Alfabs Australia, primarily located in the Hunter Valley, NSW. Being an Alfabs Team Member means you will be working with an industry leader who genuinely values the contribution of each and every member of our team. We provide genuine flexibility, development opportunities and a culture of collaboration and comradery as we strongly believe People make Alfabs

An opportunity now exists for a confident and skilled Executive Assistant/Office Coordinator to support our executive teams dynamic and fast-paced environment. In this Role, you will be the face of the Alfabs group, running the reception in our brand new mining building. Reporting directly to the CEO and CFO you will play a Key role in planning, organising and supporting the executive team's activities. This role will also involve Event Management as you will be the Key organiser of Alfabs employee and group events. This is a critical position requiring attention to detail, discretion, and a proactive mindset. You'll play a key role in keeping day-to-day activities running smoothly while representing the firm to key stakeholders, both internally and externally.

The Role:

  • Providing direct administrative support as needed to the executive team
  • Scheduling appointments, meetings and booking travel
  • Proactively managing the executive teams calendar
  • Managing start to finish of company events, including managing relationships with sponsors and clients
  • Preparing board packs proactively for meetings
  • Managing and scheduling bookings of office meeting rooms, ensuring availability for required meetings
  • Coordinating set up of meeting rooms, including equipment and refreshments
  • Assisting in maintaining company systems and data entry for the group as needed
  • Handling highly confidential information with discretion and professionalism

Knowledge, Skills and Experience:

  • Business Administration cert II or equivalent
  • Current Drivers License
  • Excellent written and verbal communication skills
  • Minimum 2 years as an Executive Assistant
  • Event management experience
  • Excellent proactive problem solving skills
  • Extensive customer service experience, specifically in a complaints handling capacity
  • Proficient database and spreadsheeting skills
  • Microsoft Suite Proficiency

Other Desirable Qualities:

  • Experience in the mining/manufacturing industry
  • High level of organisation
  • High energy and confident in approach
  • Technology trouble-shooting skills
  • Qualifications in Event Management

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