AddressWe are seeking a highly organized and proactive individual to join our team as an Executive Assistant to our Chief Operating Officer alongside other TMX executives. In this role, you will provide comprehensive administrative support to multiple executives while also managing office operations of the TMX Sydney office, efficiently. The ideal candidate will possess exceptional multitasking abilities, strong communication skills, and a keen attention to detail.
1. Executive Support:
- Manage calendars, schedule appointments, and coordinate meetings for multiple executives.
- Arrange travel itineraries, accommodations, and necessary arrangements for business trips including expense processing.
- Prepare and distribute meeting agendas, presentations, and other materials as needed.
- Act as a primary point of contact for internal and external stakeholders, handling inquiries and requests professionally.
- Assist with email correspondence, prioritize messages, and ensure timely responses.
2. Office Management:
- Oversee day-to-day office operations and ensure smooth functioning of administrative processes.
- Maintain office supplies inventory, anticipate needs, and reorder supplies as necessary.
- Coordinate office maintenance and repairs, liaising with vendors and service providers such as cleaners.
- Implement and maintain efficient digital record keeping within the SharePoint ensuring easy retrieval of documents.
3. Event Coordination:
- Plan and organize company events, meetings, and conferences, including venue selection, catering arrangements, and logistics.
- Assist in coordinating team-building activities and special events to foster a positive work environment.
4. Financial Administration:
- Assist in monitoring budgets for office expenses, ensuring adherence to financial guidelines.
- Process expense reports and maintain accurate records
- Support with the administration of our project management systems and consolidation.
Qualifications:
- Proven experience as an Executive Assistant or office manager, preferably supporting multiple executives in a fast-paced environment.
- Bachelor’s degree preferred.
- Proficiency in Microsoft Office Suite and other relevant software applications (Salesforce, ProjectWorks)
- Strong organizational and time management skills, with the ability to prioritize tasks effectively.
- Excellent interpersonal and communication skills, both written and verbal.
- Ability to work independently with minimal supervision and as part of a team.
Personal skills:
- Motivated
- Adaptable and able to navigate change.
- Proactive and always looking for ways to improve the status quo.
- Strong at building ongoing stakeholder relationships
- Discretion and confidentiality in handling sensitive information.
- Flexibility and adaptability to changing priorities and deadlines.
Does this sound like you? Apply now to chat with our People & Culture team.
