Executive Administrative Assistant in Sydney

• 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.
• Managing the Senior Director organizational assets including PCs and PC peripherals.
• Managing meeting room bookings, queries, minutes and actions.

Typical Day in the Role

• Allocating budgets correctly.
• Coordination of projects.
• Assisting sponsor with budget management.
• Program management and assisting sponsor with ad hoc projects.
• 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 manage the team interns.
• Lead and own a few small projects.
• Happy to pick up the phone.

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.