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SalaryHewison Private Wealth is one of Australia's leading independent wealth management firms providing financial advice for over 30 years. HPW is a progressive and innovative workplace located on St Kilda Rd Melbourne. Currently an opportunity exists for a Personal Assistant who has ideally had experience working within a financial planning environment.
This role will afford you variety and responsibility and you will be joining a team of professionals that manage high net worth clients and value ethics and integrity.
We are a dynamic client service organisation with a high level of commitment to innovation and leadership. We operate a democratic team oriented environment where all team members are expected to contribute to the company's client focused philosophy.
This role will be responsible for providing executive support to the MD and COO and also manage HPW event calendar.
Job Responsibilities
Executive Support
• Manage MD and COO’s diary; evaluate and prioritise meeting requests (internal and external), priorities and commitments, with due consideration to MD and COO’s expectations and time allowances / constraints.
• Ensure MD and COO are prepared for meetings and events with the relevant documents, speeches and other resources available in advance.
• Manage and coordinate travel and visit arrangements for MD and COO including development of itineraries, flights, visas, accommodation, expenses, and reimbursement of travel expenses.
• Act as point of contact and liaison between MD, management and staff, shareholders, clients and external enquiries in MD’s absence from office.
• Evaluate and prioritise incoming communications to MD (telephone, email, written) and where appropriate redirect to relevant executive/area for response/action; monitor redirection and follow-up; keep MD informed of actions/responses.
• Draft/prepare meeting agendas as required, set schedule for meetings; arrange venues and liaise with Executive to ensure follow up of items.
• Provide high quality secretarial and support services to the MD and COO.
• Where required, provide support to Chairman and Board of Directors.
• Coordinate the organisation of Board meetings and Board-related events (liaising with Directors and their offices, establishing budgets, sourcing venues, developing invitation lists, schedules).
• Assist Directors with travel and accommodation needs, if required; facilitate reimbursement of costs.
• Attend meetings as requested including Strategy meetings, staff conferences and Board meetings for purposes of minute-taking.
• Draft minutes and actions-arising lists.
• Compile Board papers and distribute to Directors and relevant members of the leadership team.
• Any other task as required/requested by the MD or COO.
Event Management
• Develop and manage the annual Hewison’s Event Calendar and ensure all staff are aware of relevant dates and requirements.
• Plan events from start to finish according to requirements, target audience and objectives.
• Prepare budgets and ensure adherence.
• Source and negotiate with vendors and suppliers.
• Coordinate all operations.
• Lead promotional activities for the event.
• Supervise all staff involved in the event (event coordinators, caterers etc.).
• Approve all aspects before the day of the event.
• Ensure event is completed smoothly and step up to resolve any problems that might occur.
About You:
• High degree of organisational and planning skills with an eye for detail.
• Ability to work autonomously with little direction
• Experience in supporting Boards and senior executives
• Strong Communication skills (oral and written).
• International and domestic travel management skills.
• High degree of computer literacy in a Microsoft Office environment, particularly Word, PowerPoint, Excel
• Experience in minute taking
• High degree of secretarial proficiency with a commitment to quality and accuracy
• Sound judgement and personal integrity
• High degree of motivation, initiative and flexibility
• Ability to remain calm under pressure and in a sometimes-high pressure and busy, operating environment
• Knowledge of office practices and administrative procedures
• Customer service orientation
If you are looking for a great career growth opportunity and would like to work with a progressive and forward thinking team then please apply now by sending your resume and covering letter to Rosanna Fornarino email Rosanna.fornarino@hewison.com.au.
Please note: Agency submissions will not be accepted on this occasion.
Only short-listed candidates will be contacted.
