As an Executive Assistant, you will serve as a key point of contact and support for the CEO and board members during this assignment. You will manage their busy schedules, make travel arrangements, and ensure efficient office operations. Your exceptional organizational skills and ability to multitask will be vital in maintaining seamless coordination across multiple time zones and supporting various teams within the organization.
Duties and Responsibilities:
- Manage complex and competing diaries across multiple time zones to arrange and schedule meetings, both internal and external.
- Coordinate and amend domestic and international travel bookings, ensuring all related diary entries are accurately maintained.
- Collaborate closely with all company Executive Assistants to facilitate site visits, travel logistics, and diary management.
- Process Purchase Orders, Invoicing, Concur, and manual expenses, liaising with the corporate accounts team to ensure timely payments.
- Provide administrative support to the Asset Management, Continuous Improvement, and Sustainability functions, including reminding Sustainability Team members of deadlines.
- Monitor and order office stationery and supplies, ensuring adequate stock levels are maintained.
- Oversee office management tasks, including the fire warden role, office supplies, equipment repairs, and mail collection.
- Arrange venues, equipment, and catering for workshops, conferences, and ad hoc events, efficiently managing related expenses.
- Ensure adherence to company systems and processes, contributing to the effective management of the Brisbane office.
- Proven experience as an Executive Assistant, supporting high-level executives in a fast-paced environment.
- Excellent organizational and time management skills, with the ability to manage complex schedules and competing priorities.
- Strong attention to detail and accuracy in handling administrative tasks.
- Proficient in using office software and tools, including Microsoft Office Suite.
- Effective communication and interpersonal skills, with the ability to collaborate with various teams.