Overview
Executive Administrative Assistant Jobs in Melbourne, Victoria, Australia at Adecco
Title: Executive Administrative Assistant
Company: Adecco
Location: Melbourne, Victoria, Australia
Contract Role- Casual Daily rate
Responsibilities:
• Making administrative decisions and requests for information on behalf of your managers to provide complex calendar management (1 calendar), spanning multiple global time-zones which allows your managers to stay focused on their initiatives.
• Creating high-quality deliverables on time.
• Coordinating APAC & EMEA regional events, quarterly All Hands meetings and monthly GDCO meetings. Working efficiently and effectively to manage logistics for meetings/events.
• Arranging domestic and international travel, including passport and visa requirements for the two managers.
• Processing expense reports for Gustavo and another shared manager
• Supporting Purchase Orders (PO) requisitions and the procurement process as needed.
• Adherence, tracking and managing fiscal year budgets for travel and expenses.
• Maintenance of internal SharePoint sites for APAC GDCO SharePoint site.
• Assisting Human Resources (HR) with managing internal and external confidential information related to personnel, changes in organization and changes in business priorities.
• Coordination support for executive visits.
• Managing the Senior Director organizational assets including PCs and PC peripherals.
• Managing meeting room bookings, queries, minutes and actions.
Typical Day in the Role
• Calendar management
• Expense management
• Allocating budgets correctly
• Coordination of projects
• Assisting sponsor with budget management
• Program management and assisting sponsor with ad hoc projects
• Communication – 75% internal 25% external
• Travel management – 2 out of 4 weeks travelling (next financial year is significantly reduced). Face to face is required at the moment.
• Diary management.
• Helping manages the team interns
• Lead and own a few small projects
• Keep sponsor organized
• Happy to pick up the phone
• Takes initiative
Compelling Story & Candidate Value Proposition
• Great opportunity to work with as an EA but also gain project management exposure and lead small projects.
Candidate Requirements
• Proven excellence in administrative skills and functions
• Ability to interface at the exec-level with customers and partners both internal and external
• Professionalism to represent the exec office effectively
• Strong planning and organizational skills to effectively prioritize
• Demonstrated customer service focus
• Strong written and verbal communication skills
• Comfortable operating within ambiguity and changing direction rapidly to accommodate a fluctuating work environment
• Proficiency with Microsoft software and internal tools 3-5 years of work experience supporting a senior-level manager
• Soft skills: Can do attitude, ability to take guidance and direction, proactive, willing to learn, great work ethic and initiative.
