Divisional Assistant

1 week ago

Melbourne, Victoria, Australia Qic Limited Full time

We have an exciting permanent opportunity for an experienced Divisional Assistant to join our Real Estate team to be based in Melbourne, Sydney or Brisbane.

Reporting to the General Manager - Shopping Centre Management, you will be responsible for the provision of high-quality administrative support and oversee the Administration Officer who provides support to the Shopping Centre Management, Sustainability and Investment Management teams

You will have excellent time management and organisational skills, and a demonstrated ability to manage multiple responsibilities in a fast-paced corporate environment. You will benefit from working alongside a team of highly experienced property professionals who truly value the input this Divisional Assistant provides to not only their immediate team, but the wider team within our Real Estate offices.

Role accountabilities also include (but are not limited to):

- Provide diary management support as required including organising meetings and events with internal and external stakeholders.
- Create and format high quality documentation including PowerPoint presentations, reports, letters/correspondence.
- Assist with the preparation of client and stakeholder meetings, presentations, and visits.
- Communicate with various internal and external stakeholders on executive's behalf as directed.
- Reconcile monthly expenses and corporate credit card assigning appropriate expense coding and ensuring correct sign-off and submission procedures are followed.
- Organise domestic and international business travel within budget guidelines including flights, accommodation, car hire/transport logistics, transfers, etc.
- Provide general administration support including but not limited to: printing, scanning, photocopying, binding, arranging couriers, daily mail distribution.
- Maintain accurate document management - filing and archiving.
- Aid the team and visiting staff as required including using IT equipment and systems, and office orientation.

This role will suit someone who has:

- Previous experience as an executive/personal assistant experience supporting an Executive or Senior Management in a similar industry or professional services environment
- Ability to prioritise, work autonomously and remain high levels of confidentiality
- Exceptional problem solving and decision-making skills
- High level verbal and written skills
- Ability to engage and build relationships at all levels - executives, managers, employees, and internal clients
- Intermediate skills in the Microsoft suite - Word, Outlook, PowerPoint and Excel
- Ability to be flexible with working hours when required

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