Executive Assistant to CEO

4 weeks ago


Sydney, Australia Coates Group Full time

Individual Accountabilities

Calendar Management, schedule and coordinate meetings, and events for the CEO. This includes managing complex and frequently changing schedules.Screen and prioritize emails, phone calls, and other communications for the CEO. Draft and prepare correspondence on behalf of the CEO and other Senior leadership where necessary. Arrange and coordinate meetings, both internal and external on behalf of the CEO and Senior Leadership Team. This involves preparing meeting materials, ensuring necessary technology is in place, and organizing follow-up actions. Attendance at various meetings, taking minutes and distributing action items after. Coordination and execution of leadership off-sites, company town halls and EOY wrap-ups in collaboration with CEO, SLT and Internal Communications. Assist with a variety of cross-functional special projects on behalf of the CEO/SLT, that may include client and internal events, charity events and operational design of offices.Ownership and management of the Senior Leadership Team calendar. Work alongside the Chief Brand Officer & Communications Specialist on internal communications for the global business, ensuring business is kept informed of leadership priorities, company strategy, special announcements etcSupport Company Secretary operations for the global business (including director signature requests, Board meeting minutes) Manage the onsite Administration Support Function to ensure smooth HQ operations, proactively identify and resolve operational and logistical challenges as they arise. Management of office budget. Track and manage expense approvals for the Senior Leadership Team, including preparing expense reports and ensuring adherence to the budget. Manage approvals for SLT leave requests. Represent the business and senior leadership team professionally in interactions with clients, partners, and other stakeholders when organising external meetings. Handle sensitive information with discretion and maintain a high level of confidentiality.Be flexible and willing to take on additional tasks or special projects as needed.On occasion, handle personal admin tasks for the CEO. This includes (but not limited to) running errands, arranging property maintenance , managing personal bookings etc). 

Qualifications and Experience

10+ years experience as a full-time executive support ideally supporting a CEO/Founder in a fast-paced technology environment. Highly proficient in Microsoft Office Suite (especially Outlook) and other relevant software (Slack, Canva, Confluence)Possesses solid project management experience to efficiently coordinate and execute tasksBrings strong communication experience to effectively liaise with stakeholders and streamline information flow Management of people and delegation experience preferred but not essential. Join a Crew that CaresBe part of a global team of talented, ambitious, creative people that value integrity, individuality and inclusivity. (Ask us about our Equality + Empowerment Initiatives).The benefits include an annual market competitive bonus program and our “Thrive Program” which includes a suite of flexible work options because we’re strong believers that you should never miss an important life or work moment. Thrive also provides dedicated time to prioritize our health and wellbeing (think virtual Yoga or meditation sessions), a Global Wellness paid day off to recharge as well as a “Give Back Day” to allow our Crew an opportunity to make an impact in the community.

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