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Personal (PA) & Executive Assistant (EA) - Randstad

4 months ago

North Geelong, Australia Randstad Full time

Randstad is currently partnered with a local Geelong Client seeking an Execitive Assistant on a temporary assignment until the 17th July. 38 hours per week. If you are seeking an opportunity to get your foot in the door to work for a governemnt organisation this is your chance

About the role:

  • Provide a range of confidential administrative services to the Senior Leadership team including:
    • Efficient preparation of documentation, reports, agendas and presentations using a range of Microsoft applications
    • Screening of incoming calls, and responding appropriately
    • Manage the Senior Leadership team’s diary (Lotus Organiser), scheduling and coordinating appointments and meetings, prioritizing time and promptly advise of any changes/additions
    • Monitor and respond to email
    • Sort and monitor incoming mail and documentation, and respond where appropriate
    • Provide confidential and discrete advice relating to the Senior leadership team
    • Maintain contract, template, administration, project and resource files
    • Maintain electronic and hard copy filing system for all Senior Manager & Manager – Business Performance documents
    • Collating and coordinating data for contract management database and registers
    • Arrange and coordinate meetings and functions, including people, catering, venue and equipment
    • Coordinate bookings for travel and accommodation
    • Provide other assistance as required
  • Provide confidential financial support services to the Senior Leadership team including:
    • Careful review and preparation of invoices for approval
    • Review of budget reports, data and material received from Finance Division
    • Tracking of all invoice and budget data including identification of any variances, exceptions, discrepancies, errors and issues
    • Excel spreadsheet design and population
    • Support in preparation of the annual budget
  • Be the first point of contact and professionally represent and support the Senior leadership team, including:
    • scheduling, updating changes to diary meetings and appointments
    • distribution of incoming mail and documentation
    • maintenance of adequate stationary supplies
  • Provide general assistant to other Executive/Personal Assistants as required

Key Selection Criteria

  • Relevant Qualifications, Work Experience & Specialized Knowledge
  • Relevant industry recognised qualifications or equivalent work experience in a senior executive administrative/support role
  • Demonstrated ability to work effectively with limited supervision, to exercise initiative, to set priorities and to work within required timelines.
  • Demonstrated relevant experience in providing executive administrative support services to senior management.
  • Demonstrated and relevant experience in providing administrative support services for budget tracking, collation and reporting, including advanced excel spreadsheet skills and experience.
  • Demonstrated relevant experience in providing administrative support services in an Independence environment.
  • Demonstrated PC proficiency (intermediate level) includes Word, Excel (advanced level), and PowerPoint.
  • Proficient numerically and with budget and expenditure monitoring concepts.
  • Document Management Systems/Principles.
  • Project software (MS Project, MS Visio, MS Access, Lotus Notes Groupware and team rooms).

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or email on Rashi.Joshi@randstad.com.au

Regional Victoria / REGVIC2410 - Randstad Geelong is the preferred supplier choice to Federal, State and Local Government organizations as well as leading employers in Health, Technology, Insurance, Education and Utilities across Geelong and Western Victoria.

At Randstad, we are passionate about providing equal employment opportunities and embracing diversity to the benefit of all. We actively encourage applications from any background.