Executive Assistant to COO and MD at Gema Group

Executive Assistant to COO & MD at Gema Group

GEMA Group, Australia's premiere event and catering company. With over 40 years' experience in the food and beverage industry, GEMA Group understands commitment and integrity to our clients, but most of all, the promise to provide quality -time and time again.

This full-time position reports directly to the Chief Operating Officer.

The Gema Group prides itself on its people and its culture, holding an industry reputation for a team of likeminded, enthusiastic professionals, who love what they do

We are seeking an Executive Assistant to support our COO and MD. This permanent, full-time role offers exceptional employee benefits.

Key Responsibilities:

• Executive Support: Collaborate with senior leaders, ensuring seamless support.
• Meeting Coordination: Oversee executive meeting logistics, including room bookings, detailed agendas, and comprehensive meeting materials.
• Meeting Participation: Provide high-level support during meetings by taking minutes, tracking action items, and ensuring follow-up.
• Travel Coordination: Manage travel and accommodation arrangements, corporate card reconciliations, procurement, and expenditure administration.
• Stakeholder Liaison: Act as the primary point of contact between internal and external stakeholders, facilitating effective communication.
• Approval Pipeline Management: Prioritize and manage the MD's and COO's approval pipeline for timely review and sign-off.
• Continuous Improvement: Foster a culture of continuous improvement within administrative functions, promoting innovative solutions.

Ideal Candidate:

• Experience: Minimum of 5 years as an Executive Assistant, Personal Assistant, or similar role.
• Skills: Excellent communication, strong attention to detail, and exceptional people management skills.
• Team Player: Enjoys working collaboratively with a strong focus on team and client service.
• Multi-tasker: Capable of managing multiple projects simultaneously across three leaders and their teams.
• Proactive: Can-do attitude with a commitment to delivering quality outcomes.
• Confidentiality: Understands the importance of confidentiality and professionalism.

Specific Duties:

• Administrative Support: Efficiently support the MD and COO with extensive calendar management and meeting arrangements.
• Meeting Management: Coordinate agendas, take minutes, and follow up on actions for both large and small meetings.
• Board Support: Coordinate board calendars and meeting schedules, prepare and circulate board packs, and record accurate meeting minutes.
• Catering and Hospitality: Organize catering for meetings and ensure meeting rooms are set up appropriately.
• Travel Arrangements: Handle travel bookings and accommodations as needed.
• Process Improvement: Develop and maintain electronic filing systems, streamline processes, and draft procedures.
• Inbox and Task Management: Manage the Executive Team's inbox, diarizing deadlines, and escalating matters as appropriate.
• Event Coordination: Assist with various company events and support the broader team as needed.
• Corporate Hosting: Manage guest lists, invitations, and RSVP tracking for corporate client hosting, and provide on-site hosting support to ensure a premium client experience.
• Communication: Draft and send communications on behalf of the MD and COO.
• Presentation Preparation: Prepare presentations and conduct research as required.
• Recruitment Assistance: Assist with onboarding and recruitment activities.
• General Administration: Provide leave cover and handle general administrative duties as required.

You are organized, highly dependable, and capable of dealing with people across all levels of the business.

Apply Now

If you meet the above criteria and are ready to join a dynamic team, we'd love to hear from you. Please submit your application, including your resume and a cover letter detailing your experience and suitability for the role.

Gema Group is an equal-opportunity employer and values diversity in the workplace.