Executive Assistant / Office Manager

Who We Are 

We are a leading Melbourne Developer with over 28 years of experience in delivering high-quality residential developments in Victoria and Queensland. With an understanding of how people want to live, our mission is to bring quality and functionality to each development while delivering exceptional living, premium brands and luxury experiences. Our passion for making positive contributions to local communities is what drives us to continually establish homes that fit the purpose they were intended for.  

Who we are looking for

We are looking for an Executive Assistant to provide secretarial and administrative support to the senior members of executive office, including the Chairman. 

The primary purpose of the Office Manager role is to maintain overview of administrative and logistical functions of the office to the highest standards.

Tasks are both of a personal and business nature.  Flexibility and a keen can do attitude are needed to adapt to dynamic workloads.

No day or week will be the same, working full time in our Melbourne CBD office.  The role requires a professional assistant/ Office Manager with an excellent work ethic, who prides themselves on getting the job done.

Your goal would be to capture and complete foreseen tasks, whilst providing regular support for ad-hoc duties as they arise.

There is scope within this role to grow and have more autonomy.

Some of the Core Responsibilities

AMDMINISTRATIVE FUNCTION

• Work closely with the Chairman and the Chairman’s family ensuring he is always informed and has appropriate information for upcoming commitments and any changes in his diary.
• Complex diary management, plans and appointments including travel arrangements, hotel and land transportation bookings across various geographical locations.
• Arrange meeting which may include VIPs, board members and travel bookings if required. 
• Credit card purchases and accurate monthly bank reconciliations. Book, create and manage travel bookings and itineraries.
• Assist with functions administration, managing invitation lists and RSVPs.
• Accurately retain, protect, retrieve, transfer or dispose of records as per Company policy. 
• Maintain up to date register of insurances and other office related policies.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Recommend improvement for office policies if necessary. 
• Keep management informed by reviewing and analysing special reports; summarising information; identifying trends.
• Meet financial objectives by tracking expenditures, analysing variances, producing reports and initiating corrective actions as requested from time to time by senior management.
• Oversee office management required for employee onboarding and offboarding (i.e. office plan, office access passes, car parking, etc).
• Proficiency in Microsoft Office suite (Outlook, Word, Excel and Power Point).
• Professional verbal and written communication skills.
• Proactive working style, resourcefulness and the ability to work autonomously or as part of a team.
• Exceptional organisational skills, with the ability to action multiple tasks.
• Ability to maintain highest level of confidentiality, with a high level of attention to detail and accuracy.
• Ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Flexibility around working hours as requirements will need to be fulfilled in an accurate and timely manner at times over weekends and public holidays.
• Discretion and confidentiality as well as the ability to deal with VIPs at ease is necessary.
• Arrange meetings in person or virtually which may include greeting guests, setting up and clearing meeting rooms and ensure hospitality servicing.
• Preparation and distribution of accurate and timely agenda and minutes of meetings as required.
• Manage communication between the Office of the Chairman and various stakeholders internally and externally
• Run errands, arrange deliveries, and assist in scheduling cleaners and maintenance trades.
• Prepare and distribute meeting agendas and minutes.
• Collate regular staff reports and distribute. Log tasks on Outlook Tasks, action and report back when completed.

OFFICE MANAGEMENT

• Maintain office services by organising office operations and procedures, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.
• Manage suppliers, inventory and third-party vendors for supplies, cleaning contracts etc,

 Some of your Skills

• Minimum of 5-7 years previous experience in a Personal Assistant role, or roles of a similar nature, with a minimum typing speed of 50 words per minute.
• Ability to transcribe from recorded dictation.
• Accuracy, expediency with minimal supervision is required in this role.
• Strong interpersonal skills and the ability to build relationships with key stakeholders internal and external.
• Sound communication, planning and time management skills.