JOB OVERVIEW
As Executive
Assistant, you will be a trusted advisor and expected to support multiple
C-suite executives, proactively and effectively within the business. To be
successful in this role, you will be expected to understand the business, and
demonstrate a high level of business acumen and exceptional organisational
skills which will contribute to seamless day-to day operations. With your prior
experience, you will bring Executive Assistant best practices into the
management team and will be responsible for the day-to day operations of the
executive management function.
DUTIES AND RESPONSIBILITIES
- Management and coordination
of diaries and agendas for executives’ and team meetings
- Maintenance of executives’
calendars and systematic management of email inbox/es with strong
understanding of executives’ priorities
- Full responsibility for
day-to-day operations of the executive management function
- Minute taking for meetings
and systematically follow-up on actions
- Manage inbound and outbound
queries with external stakeholders, writing error-free, eloquent emails
- Oversee sales operations, CRM
upkeep, manage and improve operations with process and tooling (i.e.
integrations, automations, etc.)
- Create and oversee internal
administration process and systems upkeep
- Proactively source sales
meetings with potential clients and set appointments
- Document current processes
and identify opportunities to streamline and optimize
- Maintain hygiene and quality
of data capture and storage
- Support management team with
any operational tasks necessary to provide excellent customer experience
- Support in tool adoption
across the management team
- Organisation of functions,
events, and other ad hoc celebrations throughout the year
- Coordinate travel and
accommodation requirements.
- Maintain confidentiality and
use a high degree of discretion
- Be
professional/courteous/polite in all communications. o Raise emerging
issues, concerns, or areas of opportunity that affect clients’ experience
and/or the effectivity and efficiency of processes.
- Maintain a high level of
quality and efficiency on all tasks managed by observing best practice and
utilizing available tools.
- Ensure attendance,
participation, and cooperation during knowledge transfer sessions and
other meetings
- Timely response and execution
of deliverables to internal and external stakeholders
QUALIFICATIONS
Product Knowledge
- Bachelor's/College Degree in
Business Administration, Management, or other related discipline is a
plus, but not required.
- At least 3 years of
experience as an Executive Assistant with stakeholder management skills.
- Executive assistant
experience with C-level executives previously
- Project management skills are
advantageous.
- Strong analytical and
computer (primarily Google Suite, Excel, Slack, Whatsapp and Notion)
skills.
- Familiarity with Notion,
Visible.vc (investor relations platform) and Xero is highly regarded.
- Experience working in
financial services, software companies or startups highly regarded.
- Strong oral and written
communication skills
- Detail-oriented, always able
to provide accurate and high-level quality work.
- Ability to manage multiple
priorities while remaining focused on quality and delivery.
- You are exceptionally
organized, a master note taker and are proactive in following up on
actions to get things done
- Ability to learn quickly and
think ahead.
- High level of empathy and
mindfulness
- Works collaboratively and as
part of a team building genuine relationships.
- Provides systematic and
dependable follow-up, as well as a high level of organisation and
preparedness.
- Maintains workflow under
pressure and in a fast-paced, high-profile work environment.
- Accountability – always
following up and staying ahead of the game.
- Ability to think
strategically and execute quality output under tight deadline.
- Strong time-management skills
and presentation skills
- Hard working and passionate
about career and making a difference.
Customer Focus
- Proactively seeks to
understand and deliver client needs, expectations, and levels of
satisfaction.
- Able to maintain good
relationships with clients and other stakeholders.
- Proactively seeks solutions
for clients.
- Experience in working with an
Australian company is a plus