Executive Assistant, Ceo Office

The Role

The Executive Assistant, CEO Office role will be responsible for supporting the CEO with a range of co-ordination and administrative tasks. This will include coordinating the CEO's schedule, travel arrangements, expenses, invoicing, team communication, meeting logistics, email management, and documentation while providing ad hoc support to the Executive Team and assisting with special projects and administrative tasks. This role also works closely with the Executive Manager, CEO Office. 

The internal job title for this role is Business Support Manager, CEO Office.

Key Responsibilities:

• End-to-end diary management for the CEO
• Booking and scheduling travel for the CEO, including coordination of approvals and preparation of itineraries.
• Processing of expense claims for payment, adhering to expenses policies and procedures
• Analysis and processing of invoices
• Coordinating the Business Support Managers who support each of the Executives to ensure there is strong alignment and information sharing across the group
• Organisation of Executive Team meetings and offsites, including booking rooms and locations, catering, and helping support preparation of agenda
• Management of relevant email communications on behalf of the CEO
• Supporting the CEO with meeting requirements
• Provide ad hoc assistance to Directors in relation to meeting bookings or logistics
• Assisting with the preparation of correspondence from the CEO
• Maintenance, preparation and filing of documentation.
• Assisting with special project as appropriate
• Collecting and preparing information for meetings
• Assisting the Executive Team with ad hoc queries
• General administrative duties as required

To be successful in this role you will possess:

• 10+ years of hands-on, solution focused business support experience and be accustomed to a busy and diverse role.
• Background in executive support for senior leadership.
• Higher School Certificate or equivalent secondary school qualification. Business degree (or similar) preferred but not essential.
• Tech savvy with strong skills in Office Suite.
• Exceptional relationship and communication skills with a high level of discretion and sensitivity when dealing with confidential matters.
• Strong verbal and written communication abilities and attention to detail
• Strong business acumen with ability to make sound judgement and quick decisions.
• Experience in working in complex businesses undergoing significant transformation and remediation.
• Ability to work effectively within the organisation’s complex decision making and organisational structures.
• Proactive approach in managing deadlines and seeking ways to add value.
• Team player with excellent time and project management skills and the ability to successfully manage multiple projects at one time.
• Proven ability to plan, define, manage and deliver projects/programs and communications in a timely and effective manner.
• Demonstrated skill & experience in building trusted relationships.
• Strong personal integrity, determination and resilience.
• Excellent problem-solving skills.
• Articulate, confident, calm under pressure and possess strong change management skills.

Benefits

• Development opportunities at an ASX top 200 company
• A professional, supportive and friendly culture
• A range of corporate and lifestyle benefits

The Business

Insignia Financial is one of Australia’s leading wealth management organisations, undertaking a rapid and exciting transformation. The Insignia Financial group has been helping Australians secure their future since 1846. Over the decades, we have grown substantially to become a leading provider of quality financial services and are listed on the Australian Securities Exchange in the ASX top 200 (ASX: IFL).

To Apply

Please submit your resume with a covering letter by clicking on “Apply Now.”

Applicants will be required to provide evidence of their eligibility to work in Australia, and at a minimum be required to undertake police and basic credit checks as a condition of employment.

Please note that applications from agencies will not be considered at this time.

At Insignia Financial, we have a culture of belonging. We are an ‘every person’ organisation that welcomes and appreciates everyone for who they are. If you need assistance or an adjustment during the application process because of your personal circumstances, please reach out and let us know. We recognise and celebrate the value of individual difference.