Executive Assistant

3 weeks ago

Melbourne, Australia KordaMentha Full time

KordaMentha is an advisory and investment firm helping clients to grow, protect and recover value.  With an expansive team of 450 specialists across the Asia-Pacific region, our diversity is our strength. 

The Office Support team is a group of professional individuals with experience in executive support, office support and reception.  We work in a supportive and collaborative manner with a customer service approach.

The Opportunity

Join our dynamic team

At KordaMentha, we value innovation, collaboration, and excellence in everything we do. We're seeking a talented Executive Assistant to support our leadership team in achieving our ambitious goals.

As an Executive Assistant at KordaMentha, you will be an integral part of our administrative team, providing high-level support to our executives. You'll manage calendars, coordinate meetings, handle travel arrangements, and assist with various administrative tasks to ensure the smooth functioning of our executive office. This role offers a unique opportunity to work closely with our leadership team, contribute to the company's success, and gain invaluable experience in a fast-paced environment.

Duties and Responsibilities

Executive assistant management

  • Prepare PowerPoint presentations and reports, letters, spreadsheets and various other correspondence for Partners/Consultants and Executive Directors.
  • Provide diary management to Partners/Consultants and Executive Directors.
  • Organise meetings and luncheons for Partners/Consultants and Executive Directors including ordering and setting up of catering (as required), preparing coffees for client meetings, booking meeting rooms, setting up technical support, and phone/video conferencing.
  • Organise travel itineraries, including booking travel, accommodation, processing visa and passport requests as required.
  • Prepare expense reports for Partners/Consultants and Executive Directors.
  • Manage incoming calls, incoming emails (as required) and correspondence, ensuring correspondence is attended to promptly and directed to the appropriate person.
  • Organising client functions and marketing events.
  • Record marketing activities and events for reporting purposes in CRM.
  • Ensuring CRM is up to date on a regular basis for Partners/Consultants and Executive Directors.
  • Assist with proactive management of client jobs by reviewing weekly WIP/Debtor reports and providing ad hoc reporting as requested.
  • Work with interstate Executive Assistants to co-ordinate team meetings and events.
  • Board liaison and meeting preparation for some key clients.
  • Assist Turnaround Management Australia (TMA) with the national conference, along with assistance for national events.

General administration

  • Complete all invoicing, including creation of WIP reports and completion of necessary forms.
  • Central point of contract for contractors working on client jobs within the team, including travel coordination and input of weekly timesheets.
  • Assist with group projects and research requests as required.
  • Assist in the photocopying and binding of reports and documents.
  • Primary contact for document finishing, including securing and pdf-ing for the team.
  • Assist in the preparation of mail outs, co-ordinate with staff and/or external printers.
  • Prompt ordering of ASIC and document searches via the search service desk.
  • Back-up support to other Executive Assistants and Office Support team members.
  • Reception relief on an adhoc basis as required.

Qualifications and experience/skills required

  • Excellent telephone manner.
  • Well presented.
  • Client service oriented.
  • Exceptional organisational skills.
  • Ability to interact in a professional manner at all times.
  • PC literate including advanced Microsoft Office (Word, Excel, PowerPoint and Outlook).
  • Confident in multiple technology systems including CRM, SharePoint and video conferencing.
  • Ability to multi-task, manage and achieve multiple deadlines.
  • Ability to work well under pressure.
  • 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 adopt a ‘hands on’ approach.

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