Executive Assistant and Office Support Manager

4 weeks ago

Canberra, Australia KordaMentha Full time

1. Objectives and scope of the position

  • To provide direct assistance to Partners/Executive Directors with the daily management of word processing, diary management and general secretarial support.
  • Management of the Canberra office.
  • General management of the Canberra office.

2. Duties and responsibilities

2.1 Executive assistance management

  • Prepare PowerPoint presentations and reports, letters, spreadsheets and various other correspondence for Partners/Managing Directors and Executive Director as required.
  • Provide extensive diary management to Partners in Canberra office.
  • Organise meetings and luncheons for Partners, Executive Directors and Directors, including preparing coffees for client meetings.
  • Organise travel itineraries, including booking travel and accommodation for Canberra office.
  • Prepare expense reports for Partners.
  • Manage incoming calls, incoming emails and correspondence, ensuring correspondence is attended to promptly and directed to the appropriate person.
  • Organising client functions and marketing events for Partners/Executive Director and wider Canberra office.
  • Assist Partners with time recording, billing and WIP management on an as needs basis.

2.2 General administration

  • Arranging and preparing presentation material for monthly staff meetings.
  • Arranging and preparing presentation material for monthly Partner and Director meetings and meetings.
  • Managing firm catering requirements for client functions.
  • Prepare reception area for functions, greeting guests, setting up and clearing after the function.
  • Assist in the photocopying and binding of reports and documents.
  • Organise Boardroom and meeting room bookings and organise catering as required.
  • Assist in the preparation of mail outs, co-ordinate with staff and/or external printers.
  • Process and reconcile travel invoices.
  • Maintain stock of corporate merchandise and distribution.
  • Assist staff with IT equipment requirements.

2.3 Administration/ Office Management

  • Organise general office maintenance as required.
  • Purchase of office equipment and furniture.
  • Maintain stock of client function consumables.

2.4 People and Culture

Assist P&C:

  • Completion of new starter forms
  • Organise workstation allocation
  • Liaise with IT and ensure all equipment is set up

2.5 Marketing

  • Organising client functions and marketing events for the PEDD group.
  • Maintain the CRM for Canberra.
  • Maintain the KordaMentha Marketing Schedule of Events.
  • Prepare reception area for functions, greeting guests, setting up and clearing after the function

3. Qualifications

  • Excellent telephone manner.
  • Well presented.
  • Client service oriented.
  • Ability to interact in a professional manner at all times.
  • PC literate including advanced Microsoft Office (Word, Excel, PowerPoint and Outlook).
  • Ability to manage areas of responsibility and take initiative.
  • Ability to work independently as well as part of a busy and dynamic team.
  • Desire to take ownership of tasks assigned.
  • Strong verbal, interpersonal and communication skills.
  • Accurate spelling and typing.
  • Flexibility, in relation to working hours, as well as being able to change priorities and tasks as required.
  • Attention to detail.
  • Ability to adope a 'hands on' approach

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