Executive Assistant – London Jobs in London, England, United Kingdom at Australian Trade and Investment Commission (Austrade)

Title: Executive Assistant – London

Company: Australian Trade and Investment Commission (Austrade)

Location: London, England, United Kingdom

Classification: AOPL E

Location: London, United Kingdom

Salary: 25,934 – 43,223 GBP (Pro-rata for part time)

The Role

The Australian Trade and Investment Commission (Austrade) is seeking a dynamic and collaborative Executive Assistant (EA) in a part-time role (3 days per week), based in the Australian High Commission, London.

The EA will support Austrade’s Senior Trade & Investment Commissioner (STIC)–UK & Ireland. The EA is responsible for providing high level administrative assistance along with coordinating all aspects of the STIC’s duties, ensuring that they are briefed, prepared and able to meet all obligations and commitments.

Duties Include

Supporting the Senior Trade & Investment Commissioner (STIC) effectively to deliver the strategic priorities including:

Administrative Support

Manage the diary of the STIC, including scheduling appointments, coordinating with internal and external attendees and organising travel.

Coordinate and arrange meetings and organise logistical arrangements (travel requirements, room bookings, refreshments and escorting external stakeholders).

Prepare (or help to coordinate) briefing documents and pre-reading ahead of meetings.

Perform ‘front of office’ support functions, including greeting visitors, receiving, and responding to phone calls, emails and general correspondence.

Support correspondence including preparing responses to routine and less complex enquiries; collating and follow up of information to ensure deadlines are met

Manage the flow of information and help to maintain appropriate information management systems, including internal CRM.

Provide ad hoc administration duties, as required.

Stakeholder Engagement

Establish and foster effective relationships with colleagues, stakeholders, and clients, including agencies within the Australian High Commission.

Liaise and communicate with senior staff across Austrade including the direct reports of the STIC and Austrade teams across Europe and in Australia together with senior staff within other agencies in the Australian High Commission to the UK.

Liaise and communicate with senior external stakeholders including companies, industry and government bodies to coordinate meetings, events, receptions.

Management Support

Prepare internal reports and analysis using CRM and other programmes.

Communicate reports to the Austrade London team on behalf of the Senior Trade & Investment Commissioner.

Perform (occasional) desktop research and analysis to provide insights and intelligence that support the broader trade and investment team.

Work collaboratively within the Austrade network to contribute to service delivery and achieve desired outcomes, while upholding the Austrade’s Values and Code of Conduct and Work Health & Safety (WHS) principles.

Events Support

Support the delivery of (occasional) activities and events led by Austrade, including:

managing invitations, RSVPs, guest lists, dietary requirements etc

communicating with guests in advance of the event

liaising and coordinating with other agencies within the Australian High Commission

managing vendors, suppliers, caterers (where applicable)

Perform ‘host’ function for events including greeting visitors, receiving, and ushering guests to and from the event and supporting other staff and vendors during the event.

For more detailed information please view the Job Information Pack.


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