Career Exposure and Networking
About Our Company
We are a globally recognised company based in Sydney. We foster a culture of teamwork, camaraderie, and ethical success. Our employees are empowered to grow and thrive in an environment that values sustainability and enjoyment throughout their journey. This is an exciting opportunity to join a dynamic team and contribute to the continued success of a market leader.
Job Description
The Executive Assistant will play a crucial role in supporting the Managing Director and their Executive Committee in ensuring the smooth and efficient operation of daily activities. The position involves a wide range of responsibilities, including:
Executive Support & Communication Management
Act as a primary liaison between the MD and key external stakeholders, ensuring seamless communication and scheduling of meetings.Prepare high-quality presentations and summary documentation, including pre-reading materials and other business-related documents.Draft and manage email communications for the MD, both internally and externally.Organise events, conferences, lunches, dinners, and meetings hosted by the MD and Executive Committee, managing related budgets and expenses.Coordinate all stationery orders, including business cards, letterhead paper, and other office supplies.Handle incoming communications, including phone calls and emails, responding or redirecting as necessary to ensure timely follow-up.
Calendar & Travel Management
Oversee the MD's calendar by scheduling appointments, meetings, and travel, ensuring no conflicts and prioritising time-sensitive engagements.Make travel and visa arrangements, book accommodations, and prepare detailed travel itineraries for the MD and Executive Committee.Consolidate and track travel and entertainment (T&E) expenses, including credit card reports, and prepare budget and latest estimate documents.
Document & Expense Management
Prepare, organise, and file important documents, ensuring that the MD has quick access to necessary information.Track and manage the MD's expenses, process reimbursements, and prepare financial reports, ensuring adherence to company policies.
Meeting & Event Coordination
Organise and coordinate internal and external meetings, conferences, and events, handling logistics, venue arrangements, and attendee coordination to ensure seamless execution.Actively contribute to the success of major events, including supporting task forces and providing on-site assistance when needed.
Project Assistance & Support
Assist in managing projects by tracking deadlines, progress, and deliverables, and preparing status reports.Support different teams in executing key mailings for seasonal events, special occasions, and other company activities.Collaborate with the PR team on event shoots, providing administrative support, preparing necessary documentation, and assisting with logistics.
Client & Stakeholder Liaison
Act as an intermediary between the MD and key stakeholders, ensuring clear and professional communication and building strong relationships with clients, vendors, and internal teams.
Confidentiality & Information Security
Handle sensitive and confidential information with the utmost discretion, ensuring secure management of materials in accordance with company policies.
Time & Task Prioritisation
Help the MD manage their time effectively by prioritising tasks, handling urgent matters, and relieving them of less critical administrative duties, enabling focus on strategic goals.
The Successful Applicant
We are looking for a dynamic, highly organised Executive Assistant to support the Managing Director. The ideal candidate will bring 3-5 years of experience in an international company, ideally with exposure to senior leadership, and possess a proactive, solution-focused mindset. You should have strong communication and influencing skills, able to engage effectively across all departments and with stakeholders at all levels.
Key skills we're seeking include excellent organisational abilities, the capacity to manage multiple projects simultaneously, and a keen eye for detail. You should be comfortable making quick decisions, adapting to changing priorities, and maintaining discretion when handling sensitive information. A positive, can-do attitude and a proven ability to work independently and within a team will ensure your success. Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook) and financial acumen for managing budgets and reporting are essential. If you're passionate about building strong relationships and thriving in a fast-paced, collaborative environment, we encourage you to apply.
Application Process
The application process begins with an initial screening by Carina Hosie to assess your experience and alignment with our company culture. If successful, you will move on to a two-stage interview process where you'll meet with key stakeholders, including the Talent Acquisition Partner, HR Director, and Managing Director. Interviews are expected to take place shortly after applying. Please note, background checks will be required for the successful candidate prior to commencement, and no formal offer will be made until these checks are completed, typically taking 2-4 weeks. If this role is the perfect fit for you, don't hesitate to apply now and take the first step towards an incredible opportunity.