Team Executive Assistant

Position Summary

The Opportunity

Join our esteemed team as a Team Executive Assistant within our Mobile Experience (MX) division, where your exceptional organisational skills and adaptability are highly valued. We are seeking a highly organised individual who excels in supporting senior leadership in a dynamic and evolving environment.

As a pivotal member of our professional team, your can-do attitude and strong problem-solving abilities will play a critical role in managing multiple activities, engaging with diverse stakeholders, and ensuring operational efficiency and success.

In this position, you will provide essential support to the senior leadership team, supervising and assisting them in completing tasks efficiently. Your responsibilities will include effective communication with various divisions to overcome obstacles and drive seamless operations, all within a professional and engaging work environment.

As our Team Executive Assistant, you will handle a wide array of administrative tasks, supporting the Director and the leadership team. You will work independently, take ownership of your responsibilities, and make autonomous decisions to contribute to the efficient functioning of our business division, all while maintaining a professional approach.
- This role is currently a fixed term contract for 12 months and is employed by our recruitment agency People2People

Role and Responsibilities

Support
- Efficiently manage calendars for the President, Directors, and MX Senior Leaders, ensuring smooth coordination of schedules
- Coordinate a wide range of activities including meetings, appointments, workshops, and travel bookings to facilitate seamless operations
- Prepare and modify various documents, liaise with external stakeholders for sponsored travel and events, and organise engaging event experiences
- Supervise projects and provide necessary support for ad hoc MX initiatives, contributing to operational excellence and team success

People & Culture
- Organise and execute events, support HR initiatives, and uphold team compliance with policies and procedures to foster a positive work culture
- Deliver training sessions, handle new starter requirements such as announcements and invitations, and escalate any issues to the Leadership Team for resolution

Communication & Office Management
- Assist in managing correspondence, oversee communications plans, and schedule meetings to ensure effective team collaboration
- Maintain central activities calendar, review systems and processes for efficiency improvements, and facilitate the flow of huddle meetings for enhanced team communication

Other
- Support logistics and bookings for VIP visits, provide assistance to the President's EA, and offer coverage for Team Admin roles during periods of absence to ensure continuity of operations

Skills and Qualifications
- 5+ years as a team executive assistant, team assistant, office manager or similar related roles
- Holds a positive "can-do" attitude and is a strong team player
- Knowledge of clerical and administrative procedures and systems such as filing and record keeping
- Has worked in a complex matrix structure and in a similar corporate organisation size
- Knowledge of operation of standard office equipment.
- Possess understanding of principles and practices of office management
- High level in communication and written skills
- Proficient in computer skills and relevant software
- Advanced PowerPoint skills and Advanced Excel & Word skills