Group Assistant

1 week ago

Melbourne, Victoria, Australia Hays Full time

Group Assistant required for a 6-week temporary assignment with potential for extension

**Your new company**

This Victorian State Government Organisation manages the state's community and infrastructure and is heavily involved with several priority projects for Victorians. An opportunity has become available to join this organisation in a temporary capacity.

**Your new role**

Provide high-level professional administrative and project support as required by the Executive Director and wider team, ensuring the Group operates effectively and smoothly, and tasks are completed in a timely and appropriate manner.

**What you'll need to succeed**
- Manage the group's operations and provide a wide range of administrative support in a timely manner to ensure smooth functioning of all administrative tasks.
- Efficiently manage the diaries of multiple Executive Directors, schedule appointments and meetings, resolving any issues that may arise due to conflicts or special requests.
- Handle incoming phone calls to the designated managers, redirecting or providing an initial response as appropriate. Pass on messages to the Executive Director or other team members.
- Under general guidance, review incoming correspondence and prepare draft responses for the Executive Director's approval when appropriate. Set priorities, determine required actions, coordinate responses, and bring matters to the Executive Director's attention as needed.
- Assist in preparing documentation and presentation materials for monthly reports and board and committee papers, ensuring accurate information is conveyed for their review and/or approval.
- Organise and service meetings, including arranging participants, tours, catering, venue, and equipment setup. Follow up on actions that arise from meetings as required.
- Develop an understanding of the divisions' activities, roles, and responsibilities.
- Provide reception coverage during scheduled breaks and additional support as requested.
- Assist in organising events, workshops, and conferences.
- Assist in preparing documentation and presentation materials for specific projects use PowerPoint.
- Assist in the induction process of team members.
- Maintain efficient office systems and procedures, and suggest or implement improvements for the smooth running of the office.

**What you'll get in return**

You will be offered a competitive pay rate, plus an unparalleled opportunity to work as part of a high performance team working on projects with tangible social consequences. You will enjoy a modern work environment and be provided with all the tools and technology to get the job done right.

Temporary and contract workers through Hays also enjoy a wide range of benefits including:

- Weekly pay cycles
- Nominated choice of superannuation fund
- Online time sheet submission and approval
- No hidden costs or payroll deductions for our services
- No invoicing required for Pty Ltd holders

**What you need to do now**

If this job isn't quite right for you but you or are looking for a new position, please contact us for a confidential discussion or about your career. Alternatively, if this role would be of interest to anyone you know, please don't hesitate to pass on this advertisement or my contact details.

2855768

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