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Executive Assistant

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We are looking for an executive assistant to be the supportive force that empowers our senior leadership. The ideal person for the job will be a energetic problem solver with exceptional communication skills and a knack for detail. You will preferably have experience working in an office environment, performing administrative duties and providing support to management. Given the changing nature of the executive volunteer landscape, we rely on our assistants for high flexibility. To be successful in this role, you will be well-organised, have great time management skills and be able to act without guidance.

Objectives of this Role

  • With a primary responsibility of supporting the company director, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run smoothly
  • Maintain and refine internal processes that support to the highest-ranking executives company-wide, coordinating internal and external resources to accelerate workflow
  • Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks
  • Plan and orchestrate work to ensure the senior executives’ priorities are met, organisational goals are achieved, and best practices are upheld

Daily and Monthly Responsibilities

  • Manage professional and personal scheduling for the company director, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics
  • Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives
  • Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database
  • Maintain professionalism and strict confidentiality with all materials, and demonstrate discretion when interacting with the business
  • Organise team communications and plan events, both internally and offsite

Skills and Qualifications

  • 2-3 years experience in administrative role reporting directly to upper management
  • Superb written and verbal communication skills
  • Strong time-management skills and the ability to organize and coordinate multiple projects at once
  • Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
  • Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
  • Ability to keep company confidences