Executive Assistant/ Office Coordinator

1 week ago

Sydney, New South Wales, Australia Alfabs Full time

Overview
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.
Responsibilities
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
Qualifications
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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