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Executive Assistant

4 months ago

Melbourne, Australia KordaMentha Full time

Objectives and scope of the position 

  • To provide direct assistance to Partners/Consultants and Executive Directors with the daily management of word processing, travel arrangements diary management and general administrative support. 
  • To provide administrative assistance to the wider teams in the areas of word processing, travel arrangements and general administration. 

Duties and responsibilities 

1. 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. 
  • Co-ordinate meetings for Partners/Consultants and Executive Directors including communicating with VIP/C-suite clients and their Executive Assistants. 
  • 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. 
  • Coordinate and ensure the team completes credential documents when an engagement finishes. 
  • 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. 

2. 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. 
  • Prompt creation of WIP reports via internal Practice Management system. 
  • Other specific service line tasks that are required by the team. 
  • 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. 
  • Reliable. 
  • Flexibility, in relation to working hours, as well as being able to change priorities and tasks as required. 
  • Attention to detail. 
  • Proactive. 
  • Ability to adopt a ‘hands on’ approach.