Executive Assistant
Remote: Based in Sydney
Permanent Full Time
Introduction to the Role:
An exciting opportunity has emerged for an exceptional Executive Assistant to join a global leader in enterprise information technology on a full time basis. Our rapidly growing company provides specialized IT consulting, development, training, and support services to clients across Australia, New Zealand, India, Germany, and North America.
We are seeking a highly organized and proactive Executive Assistant to support our Chief Commercial Officer (CCO) in driving commercial initiatives and achieving strategic goals. In this role, you will be instrumental in managing the day-to-day operations and administrative functions of the CCO and the broader Commercial team, ensuring seamless communication and coordination across departments. Your organizational expertise, proactive mindset, and attention to detail will be invaluable.
Experience in the technology industry is highly desirable for this role, which is open to candidates located anywhere in NSW.
The role will be five days per week and may have flexibility with hours dependent on current workloads.
Key Responsibilities
· Calendar and Diary Management: Prepare agendas, schedule meetings, and coordinate with stakeholders.
· Email Management: Respond to incoming requests promptly and manage communication effectively.
· Expense Reporting: Collect and organize receipts; submit expense reports to Finance in a timely manner.
· Template Development: Design and maintain templates, including Good Manufacturing Practice (GMP) templates.
· Sales Document Rebranding: Update and rebrand sales documents to ensure consistency with company standards.
· Customer Order Tracking: Regularly update and maintain lists of customer orders.
· Portal Organization: Structure and manage Teams and Sales portals as directed.
· Contract Formatting: Format contracts for clarity and professional presentation.
· Contract Version Comparison: Review and compare contract versions to identify and highlight any changes.
· Document Management: Upload and manage documents in Docu Sign.
· Report Consolidation: Collect and consolidate monthly reports from the team for review.
· Commercial KPI Tracking: Track key performance indicators (KPIs) for the Commercial team.
· Supplier Portal Updates: Update supplier information as needed within various portals.
· Market Research: Conduct market research tasks as assigned by the Chief Commercial Officer (CCO).
· Partner Research and Outreach: Identify and research potential partnership contacts; arrange introductory meetings.
· Linked In Engagement: Connect with GIS industry contacts on Linked In, focusing on the U.S. market.
· GIS App Review: Access and review GIS applications via the Ariba platform.
· Project Management: Support project management initiatives as assigned by the CCO.
Required Skills and experience
· Education: Diploma or Bachelor’s degree in Business Administration, Communications, or related field, or equivalent business experience preferred.
· Experience: 5+ years as an Executive Assistant or in a similar role, ideally in the technology, marketing, or high-growth industries.
· Organizational and Time Management Excellence: Exceptional ability to prioritize tasks, manage calendars, and coordinate multiple projects to ensure smooth daily operations.
· Advanced Communication Skills: Strong written and verbal communication skills, with the ability to interact effectively with stakeholders at all levels.
· Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook) and other relevant software such as Teams, Share Point, and project management tools (e.g., Asana, Trello).
· Adaptability in Fast-Paced Environments: Ability to multitask, remain flexible, and manage change effectively in a dynamic work environment.
· Professionalism and Discretion: High level of professionalism, with a courteous demeanor and a strict adherence to confidentiality and ethical standards.
· Detail Orientation and Accuracy: Keen attention to detail with a commitment to accuracy and thoroughness in all tasks.
· Proactive and Resourceful Problem-Solving: Proactive approach to anticipating needs and resolving issues with a solutions-oriented mindset.
· Collaboration and Team Orientation: Strong team player with a cooperative attitude and the ability to support cross-functional efforts.
· Commercial Awareness: Ability to understand business objectives and contribute to achieving them, with a commercial and strategic mindset.
· Client Service Orientation: Excellent interpersonal skills and a client-focused approach, with an understanding of the importance of customer satisfaction.
· Project Coordination Skills: Experience in coordinating projects and events, with an ability to manage timelines, budgets, and deliverables effectively.
· Ability to Handle Sensitive Information: Demonstrates integrity and discretion in handling confidential information.
What we offer
An attractive remuneration package will be negotiated with the successful candidate. You will also have the opportunity to join our ESOP (Employee Share Options Plan). This is a WFH role, based in NSW, (desirable Sydney), offering you a work life balance. There will be wonderful opportunities to be involved in exciting global projects as we expand, and the opportunity to work alongside talented teams.
We are an equal opportunity employer.
Job Types: Full-time, Permanent
Pay: $80,000.00 – $120,000.00 per year
Benefits:

• Work from home

Schedule:

• 8 hour shift

Application Question(s):

• What are your salary expectations for the role?
• What notice period do you require to commence this position?

Work Location: Remote
Application Deadline: 28/11/2024