Executive Assistant (Remote)

The Executive Assistant role is responsible for remotely supporting 2 C-Suite Level Executives based in Australia by being their central point of contact. A high level of organisation and professionalism are used to manage schedules, coordinate meetings and travel, handle communications, and organise documents.

Job Responsibilities:

• Provide timely, effective diary management by prioritising and organising meetings plus personal items with internal and external stakeholders
• Attendance at selected meetings. Includes preparation of agenda, minutes and monitoring of action points arising from these meetings
• Support manager to deliver clear communication and actions to the Support Office
• Organising catering, beverages and greeting visitors as required
• Preparing reports, correspondence, internal communications and presentations which will include compilation and research, statistics, agenda papers etc
• Manage DPE library requirements
• Promote the DPE values
• Arrange accommodation, events, hospitality and travel arrangements
• Attend to correspondence as directed. Includes drafting communications both formal and e-mail from brief verbal instructions
• Liaising with corporate travel agent to progress travel bookings as directed. Assisting with other requirements for travel as required
• Provide administration support as and when needed (e.g. general filing, photocopying, word processing, binding)

Requirements:

• Relevant certificate/diploma/degree or demonstrated experience (minimum 4 years) as an Executive Assistant (or similar) to C-Level or other senior management position within an ASX listed business.
• Exceptional communication and interpersonal skills
• Strong leadership abilities
• Energetic, determined, and accountable, with a sense of urgency
• Proficient in MS Office Suite, including Word, Excel, PowerPoint, and Outlook, with an emphasis on accuracy and presentation
• Skilled in MS Teams and Zoom for virtual meetings
• Expertise in diary management across different time zones and handling conflicting priorities
• Ability to maintain professionalism and confidentiality at all times
• Ability to work effectively within a team
• Flexible schedule, willing to work irregular hours if needed
• Highly organised with strong administrative skills, including priority setting and meeting deadlines
• Effective oral and written communication, with excellent liaison and representation skills
• Adaptable and quick to learn new tasks, accommodating change and challenges
• Strong interpersonal skills with a commitment to excellence and continuous improvement
• Capable of working independently in a fast-paced, multitasking environment with shifting priorities