Executive Assistant/Office Manager

1 week ago

Wallsend, Australia Westpac Institutional Banking Full time

How will I help?

The Executive Assistant/Office Manager will be past of Westpac’s Qvalent and Global Transaction Services Digital team based in Wallsend/Newcastle (NSW 2287). 

Please only apply if you live close to the area and can work from the office three days a week. 

The ideal candidate will have come from a similar role with strong MS office skills and has excellent communication skills. The candidate must also be extremely organised and have advanced attention to detail skills. 

Responsibilities will include:

  • Proactively manage and prioritise senior management’s diary, emails. phone calls, set tasks, adhoc tasks to ensure all deadlines and business deliverables are met, provide appropriate follow up where necessary.
  • Collation of documents/packs for meetings – management of travel packs and organisation of itinerary for internal and external meetings (offshore and domestic).
  • Maintenance of action items.
  • Composing correspondence - letters, memos, emails.
  • Effective delegation and initiating assistance as appropriate with respect to incoming requests – phone calls / emails.
  • Manage the maintenance of the office including the office infrastructure (liaising mainly with Westpac property).
  • Be the contact point for office cleaning and security.
  • Coordination of team offsites, including booking venues, distributing invitations, collating replies, liaising with catering staff.
  • Coordination of team meetings, including agenda management, booking meeting rooms, organising equipment/refreshments.
  • Coordination of travel arrangements and accommodation.
  • Monitor and report on compliance training and leave and drive for 100% adherence across the Qvalent and GTS Digital teams.
  • Expense planning and management, including processing, reconciling and approving accounts, payments and reimbursements via Coupa. 

What’s in it for me?

You’ll play a significant part of the future of a business that has been around for over 200 years. Our purpose is to create better futures together. So, we’ll back you in the development of your career, internal career prospects, and flexible working. You’ll also keep learning to grow your career, backed by a fantastic team of people with a can-do, supportive structure. Whatever shape your family takes, we offer generous paid and unpaid parental leave for your nominated primary and support carers. This includes leave to organise adoptions, surrogacy, and foster care arrangements. And we continue to pay your super contributions while you take all the time you need to get your new family settled.

What do I need?

  • Intermediate - Advanced MS Office skills (Word, PowerPoint, and Excel) and proficiency in relevant business unit computer systems. 
  • Excellent oral and written communication skills (use of appropriate grammar and vocabulary).
  • Excellent planning and organising skills.
  • Strong organisational skills and the ability to manage multiple tasks and stakeholders.
  • Customer service orientation.
  • Ability to liaise with employees and clients at all levels.
  • Attention to detail
  • Ability to communicate confidently and succinctly and to engage and influence the team, business partners and customers
  • Ability to receive feedback and improve through a growth mindset

What’s it like to work there?  

We are a collaborative team of passionate people with a shared ambition to make a difference for our customers, our communities and each other. At Westpac, making a difference means creating impact, unlocking our own and each other’s passions, and transformative success stories to create better futures together.   

As well as competitive remuneration and a great culture, joining the Westpac family gives you access to a wide range of employee benefits to help you manage your priorities - whether that means family life, work/life balance, ambition to grow or all the little perks in between. 

We’ll empower you to shape your career path.  Through personalised upskilling, mentoring, and training opportunities, you’re in control of where you start and how you’ll grow.  

As an equal opportunity employer, we are proud to have created a culture and work environment that values diversity and flexibility – and champions inclusion.

Hear from some of our people and their experiences working with us.

How do I apply?

Start here. Just click on the APPLY or APPLY NOW button.

At Westpac, we’re all about creating a supportive culture and ensuring our workplaces, branches, products, and services are accessible and inclusive for everyone—our customers, employees, and the wider community. If you’re interested in discussing workplace flexibility, please feel free to mention it in your application.

We invite candidates of all ages, genders, sexual orientation, cultural backgrounds, people with disability, neurodiverse individuals, veterans and reservists, and Indigenous Australians to apply. If you have questions about the recruitment process, please email talentacquisition@westpac.com.au.

Do you need reasonable adjustments during the recruitment process?
 

We can provide reasonable adjustments for individuals with disability and/or neurodiversity. If you require an adjustment to be made during the recruitment process at any stage, please email talentacquisition@westpac.com.au

For Internal adverts only
Westpac is committed to talent mobility and career development for our current employees, including trainees and intern program participants. People Leaders will prioritise internal candidates.

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