Executive Assistant

6 days ago

Sydney, Australia Tal Services Limited Full time

Company Description

Welcome to This Australian Life. 

From the millions of Australians we protect, to those that make it happen every day at TAL, people really are what we’re all about. We want to grow with you. Achieve with you. And support you to do your best work. That's why we're focused on developing leadership, promoting diversity, rewarding excellence and retaining great talent.

We're always looking for people who want to go further with us. People who do what’s right, aim high, and work smart.  Why not see where we can go?

Job Description

The role of Executive Assistant is to provide all administrative support to the Chief Information Officer. Please note that this role is a full time, 12-month fixed term contract (parental leave cover). 

Given the nature of this position, it is a key requirement that the Executive Assistant performs their duties to the highest standards of professionalism and maturity, including maintaining strict confidentiality in relation to all matters. 

Due to the nature of the role, flexibility in your work schedule may be required from time to time.

Key Accountabilities:

  • Manage diary, including scheduling meetings, prioritising conflicting needs and ensuring time is appropriately available for critical meetings and reviewing of important papers.
  • Manage incoming emails/correspondence, redirecting questions and issues where appropriate and/or drafting acknowledgement or responses to emails.
  • Manage team meeting logistics, including Offsite sessions.
  • Work closely with the Business Manager to keep them well informed of the Chief Information Officer’s upcoming commitments and ensure CIO has relevant time to provide the Business Manager with any documents or information required.
  • Ensure requests/action items for the Chief Information Officer are proactively followed up and resolved in a timely manner.
  • Coordinating 1:1’s, coaching sessions and performance reviews for all direct reports, and ensuring relevant paperwork is submitted on time.
  • Arrange domestic and international travel plans.
  • Manage ad-hoc requests and/or projects from the Chief Information Officer and team as required.
  • Assist the Business Manager with document reviews where needed.
  • Expense management, including efficiently managing and reconciling expense reports, verifying receipts and ensuring compliance with company policies.
  • Organisation of team events, including coordinating logistics, booking venues etc.
  • Communicate directly, and on behalf of the Chief Information Officer, with the Executive Team and their respective EAs on a range of matters.
  • Pro-actively establish and maintain strong working relationships with the Executive Team and Executive Assistants across TAL.
  • Host weekly sessions with the Technology Executive Assistants to check-in on tasks and offer any extra support, or seek team collaboration where required

Qualifications

  • Minimum 5-8 years’ experience operating at the Executive Assistant level.
  • Excellent interpersonal, stakeholder management and communication skills, including the ability to communicate with the highest levels of tact and diplomacy.
  • Proven ability to handle confidential information with discretion and to demonstrate the highest levels of professionalism at all times.
  • Able to effectively work across all levels of the organisation and to work closely and effectively with Executive Assistants.
  • Excellent writing skills.
  • Demonstrates a high degree of initiative.
  • Strong organisational skills demonstrated by the ability to work autonomously, effectively prioritise and perform multiple tasks seamlessly, and with excellent attention to detail.
  • Advanced level of skill using Microsoft Office (Word, PowerPoint, Excel and Outlook).

Additional Information

At TAL we value diversity in all its forms and are committed to fostering an inclusive and equitable culture for all our people. We encourage Aboriginal and Torres Strait Islander people, individuals from all backgrounds, including those with caring responsibilities, people living with disability, and individuals from the CALD and LGBTQI+ communities to apply. Even if you don’t check every box in the criteria above, we encourage you to apply today or get in touch with us here.   

To provide you with the best experience, we can accommodate you at any stage of the recruitment process. Simply inform our Recruitment team at any time.  

TAL is recognised by the Workplace Gender Equality Agency as an Employer of Choice.  We are proud to be a member of Diversity Council Australia and the Australian Network on Disability. For information on our reconciliation journey, take a look at our Innovate Reconciliation Action Plan.  

We acknowledge the Traditional Custodians of the Land in which our Head Office is based, the land of the Gadigal people of the Eora Nation, and recognise their deep connections to the land, sea, and culture.  
We extend this acknowledgment to the many Traditional Lands that we operate across and pay our respects to Elders past, present, and emerging.

Everyone at TAL has a responsibility to do the right thing and is accountable for the way they conduct themselves. Our expectations are that you follow the principles set out in our Code of Conduct when you come to work every day. Risk management is everyone’s responsibility.

If you are already a TAL employee please apply via the SmartRecruiters button in Workday and navigate to the Employee Portal. This is important to ensure that your application is recorded accurately.

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