Job Description

We are looking at hiring an experienced Executive Assistant to join our team in Sydney. The primary focus of this role will be to provide administrative support to the CEO, COO & Group CFO and oversee the smooth operation of the office, including, but not limited to, the below key responsibilities.
Administrative Support & Management

  • Diary Management: providing proactive, full calendar support to the CEO, COO and CFO as required, arranging meetings and associated logistics such as catering, technical support, briefings, ensuring room is set up ahead of time. Take an active role in working with the CEO, COO and CFO to ensure their time is utilised effectively, and planning ahead with regard to regular team meetings.
  • Meetings: attend management meetings, take and distribute actions, follow up as necessary. Order and coordinate catering for internal and client functions and events, and coordinate staff functions and social events (communications and catering).
  • Executive Travel: manage their travel bookings.
  • Expense Claims: facilitate the expense claims process ensuring compliance with the Expense Policy. Managing cash and corporate credit card expenses on a monthly basis; reconcile receipts with statement, process claim and mail to finance team.
  • Internal communications: prepare collated and follow up with all newsletter related activities, and actively maintain the local community page/site.
  • Other: ad-hoc administrative support for the CEO, COO and CFO as required

Key Skills:

  • Excellent communication skills both written and verbal
  • Strong service orientation – proactively supporting the team with their administrative requirements, and being a trusted point of contact with accurate and up to date information
  • Ability and interest to develop relationships and influence key stakeholders
  • Ability to work as part of a team as well as autonomously
  • Good interpersonal skills - friendly and approachable disposition to all members of staff

Experience Required:

  • Demonstrated ability to take initiative and work independently
  • Demonstrated ability to work as part of a team
  • Intermediate to Advanced Microsoft Office skills

Oakton Values

  • We care by working together as a team, listening and treating each other with respect
  • We get it right by operating with integrity, delivering the right solution for our clients and doing what we say we are going to do

We make a difference by being creative and innovative, delivering meaningful outcomes for our clients and having the right people with a seat at the table

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