Executive Support Officer

Permanent full-time Executive Support Officer

TitleExecutive Support Officer
Your new companyWith a passion in advocating for the betterment of Perth, our client is in search for their next Executive Support Officer to join their Perth CBD office on a permanent fulltime basis.
Your new roleAs an organised and detail-oriented professional with a passion for supporting executives, the role of an Executive Support Officer will play an integral role in our client's organisation by conducting the following tasks which are but not limited to:

1. Executive Assistant Duties:

Diary Management and Meeting Preparation:

• Coordinate the CEO’s schedule, including arranging meetings, room setup, and catering.

Member Meetings:

• Schedule annual member meetings and manage the calendar for ‘at-risk’ member meetings.

CEO Speaking Engagements:

• Organise and schedule speaking engagements for the CEO.

Phone Calls and Mail Handling:

• Answer incoming phone calls and direct them to the appropriate person.
• Collect and prepare mail-outs, as well as organise couriers.

Office Supplies:

• Maintain appropriate levels of stationery and office supplies.

1. Finance:

Debtor Management:

• Ensure debtors are maintained under 60 days in line with policy.

Invoicing:

• Prepare monthly membership invoices.
• Process accounts payable in Xero promptly.
• Streamline and prioritize creditor payments to manage cash flow.

Bookkeeping:

• Prepare for the monthly visit of the contract bookkeeper, covering debtors, creditors, and payroll.
• Review expenses and generate financial reports for the CEO.

1. Membership Support:

Database Coordination:

• Maintain the ACT database by entering and updating contacts.
• Coordinate operational aspects of membership, including correspondence and contact details.

Onboarding and Offboarding:

• Manage the membership process, ensuring smooth onboarding and offboarding of members.

Annual Renewals:

• Coordinate the annual membership renewal process.

1. Governance:

Board Meetings:

• Prepare draft Board agendas, papers, and associated documents.
• Draft Board minutes for the Company Secretary.
• Manage Circular Resolutions via BoardEffect.

Annual General Meeting (AGM) and Director Elections:

• Develop timetables in conjunction with the Company Secretary.
• Ensure compliance during the AGM and Director Elections process.

CEO Reporting:

• Coordinate and prepare the monthly CEO report for the Board.

What you will need to succeedTo be considered for this role, you are someone who has the following experience and qualities:

• Relevant work experience as an Executive Support Officer will be highly regarded
• Great communication skills both written and verbal
• Knowledgeable with using Microsoft Office applications
• Good typing accuracy and speed
• Show initiative and willingness to learn
• Candidates with Asana experience is desirable but not essential

Your can-do attitude and ability to work under pressure will lead to your success.
What you will get in returnYou will work in a dynamic environment that offers great industry exposure. This is very much a supporting role, and your objective and strategic opinions will be valued. This company would suit an individual who is ready to settle into a nice team environment.
What you need to do nowIf you are confident with your experience, please click on the 'APPLY NOW' link to send your updated resume to Katrina Raagas at Hays. Any queries call (08) 9265 9146. Please note, only successful candidates will be contacted.
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