We are currently seeking a highly organised and proactive Executive Assistant to join our team. In this pivotal role, you will be the backbone of the General Managers’ Office, providing top-tier administrative support and ensuring smooth day-to-day office operations.
If you thrive in a fast-paced environment, excel at managing competing priorities, and pride yourself on your stakeholder management skills, this is the perfect opportunity for you.
Your Key Responsibilities
As a crucial support system for our leadership team, your day-to-day duties will include:
Executive Support & Office Management: Provide comprehensive EA support to the General Managers’ Office and collaborate with relevant teams (with occasional support provided to the Executive Director’s Office).
Stakeholder Engagement: Act as the primary point of contact for internal and external stakeholders on behalf of the Executive team, managing enquiries, correspondence, and emails while ensuring timely responses and follow-ups.
Diary & Inbox Management: Proactively manage busy Executive calendars, schedule appointments and meetings, and prioritise competing demands to ensure the efficient handling of requests across the Branches.
Meeting Coordination: Organise and prepare for meetings, including agenda development, collating briefing materials, managing logistics, and tracking actions and deadlines arising from executive decisions.
Travel Coordination: Manage and book complex domestic and/or international travel arrangements in compliance with company policies, including all travel acquittals and administrative requirements.
Financial Administration: Accurately acquit corporate credit card expenses, and process personal reimbursements and invoices in a timely manner.
Workflow Coordination: Manage branch correspondence, monitor incoming requests, and coordinate the clearance of papers for committee meetings and executive forums on behalf of the General Manager(s).
Ad-hoc Support: Undertake additional or alternative administrative duties as required to support the broader team.
About You
Successful candidates will possess the following capabilities and attributes:
Effective communication skills.
The ability to self-motivate and use initiative.
Strong organisational and time management skills.
High attention to detail, with the ability to remain flexible and respond to changes in business requirements and expectations.
The ability to establish strong working relationships with business areas and stakeholders working across different locations.
Eligibility
To be considered for this role, applicants must:
Be an Australian citizen.
Be willing to obtain, or currently hold, a baseline security clearance.
Satisfy all other MDBA engagement requirements, including health and character clearances.
