Executive Assistant

About the Role

The core responsibility for the role will be balanced between Business partnering (30%), PA (20%) and EA (50%) The is high level administration, executive support & digital administrative support to the COO, CGO and Board Committees. The role is accountable for a wide range of services and communications with all levels of the business & external stakeholders. Specific administrative support will also be provided to a ZEN Energy Board.

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What we will ask of you:

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Strategic Administration

• Provide strategic administrative and executive support to the Chief Operating Officer and Chief Governance Officer and Board preparations including complex administrative duties & planning of meetings and events across the year.

• Manage correspondence by reading, responding, distributing, and prioritising incoming/outgoing email and mail correspondence as appropriate

• Proactively keep Executives informed of progress on assigned tasks

• Preparing correspondence including follow-up of documents for the COO and CGO as required

• Prepare, contribute to, and proof-read important materials and key documents (including spread sheets, reports, memos, meeting materials, PowerPoint presentations)

• Provide minute taking and actions log at meetings as required

• Research and prepare preliminary documentation as required and requested

• Provide administration to the Executive, Board, and sub-committees

• Organisation of functions, meetings, interviews, annual strategic planning days and other major events

• Diary Management, exercising appropriate balance and discretion between allowing access to Executives for priority issues and providing a balance for Execs work/ preparation in advance of commitments.

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Reporting and Management

• Ensure clear objectives and key results are mapped out across a specific timeline, with clear accountabilities identified.

• Develop the corresponding communications and change management plan to support the business plan across both internal and key external stakeholders.

• Providing accurate and up to date reporting within specified timelines

• Ensure all meetings, events, conferences, board meetings and travel is booked within specified budget

• Meeting management including scheduling meetings, circulating agendas, coordination of discussion papers, proposals, and projects

• Manage special projects in accordance with priorities and budget

• Assist with preparation and analysis of monthly Board reports

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Stakeholder Management

• Build and strengthen professional relationships with all ZEN staff

• Support the COO and CGO in identifying and developing inter-team networks to strengthen collaboration across ZEN, critical to supporting the business in delivering to complex and high value business opportunities

• Maintain peer relationships and external functional relationships with the Board, Governments, Customers, and other stakeholders.

• Well respected and trusted by managers, employees, customers, and stakeholders

• Demonstrate good communication, cooperation, coordination, and active participation with stakeholders at all levels (Executive team, Board, key contacts and all colleagues)

• Provide administrative support to Board members as required and manage their enquiries in a timely manner

• Work collaboratively with the Melbourne office manager with travel, events & meeting organisation.

• Maintain highly sensitive and confidential information for various stakeholders in a professional manner

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As part of the ZEN team, you will be curious, have a bold imagination, strive to be your best in everything you can do and be ready to laugh and have fun at work.

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Education and Qualifications

• Years’ work experience (5+), including 5+ years in Executive Assistant roles

• Tertiary qualifications Business (but other disciplines would be considered)

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Skills & Experience

• A high level of energy and vitality

• A collaborative, warm, easy-going personality

• Strong attention to detail, high accuracy, and ability to deliver on strict deadlines

• Resilience and ability to resolve conflict

• A high degree of professionalism and integrity

• Strategic Executive support skills of a high order with demonstrated professionalism.

• A proven ability to work with a minimum of supervision, ensuring closure and delivery on intended results.

• Exceptional interpersonal skills and the ability to relate to Executive, Board, staff, and the wider community

• Strong communication skills, including an open and friendly disposition, the ability to listen effectively and the ability to relate to people from a range of professions and backgrounds

• Outstanding verbal and written communication skills on subject matter

• Advanced knowledge of IT and Microsoft Office products

• Superior organisational ability and demonstrated self-motivation and initiative in setting goals, prioritising work, managing multiple tasks, and creating solutions

• Demonstrated personal resilience, flexibility including the ability to work under pressure with fluctuating demands and manage stress effectively

• A high degree of confidentiality and professional judgement

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You may have

• Experience in Energy industry (Renewable, Oil & Gas, Mining) is highly regarded.

• Experience and understanding of issues relating to the capital projects, with renewable energy-based projects preferred

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Interpersonal Capabilities

• You will engage collaboratively with stakeholders across the business and externally as well.

• We would love you to be able to clearly explain and deliver information, even if it is complex.

• A strong attention to detail, self-organisation, and ability to meet deadlines is important.

• You will be passionate about learning the issues relating to the energy industry, particularly in renewables.

• The ZEN values will sit well with you and reflect how you like to work.

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Learn more about us, here: https://www.zenenergy.com.au/work-with-us/current-opportunities/

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Job Details:

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Salary: $90,000 - $110,000 plus 11% superannuation, plus short term incentive

Flexibility: Hybrid working arrangement with time split in the office and working from home

Benefits such as: Quarterly wellbeing day, paid volunteer day, 18 weeks paid parental leave during the first 12 months of birth or adoption

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If you’d like to discuss the position and role description more before you formally apply, confidential enquiries can be made via

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E: ***********@zenenergy.com.au