Executive Team Assistant

About the role:
Reporting to the EA to the Group CEO, this role is responsible to providing excellent customer service, with a focus on ensuring that the administrative functions relating to the effective operation of the office are maintained as a priority, along with high level administrative support to the Executive Assistant and Group Corporate Office.
The position will be required to complete diverse duties effectively, whilst managing interruptions and working in an effective manner without close supervision. A high level of customer service, personal presentation and attention to detail is required, as is the ability to deal with a busy work environment by prioritising and working to deadlines effectively. This role will require a Victorian driving licence, along with previous secretarial or administrative experience in a high-pressure corporate office.
This position is based in the Melbourne Office, operating in a full-time capacity on a Monday to Friday basis, 8.30am to 5.00pm with some overtime expected during certain periods of the year.
What you’ll be doing:
• Monitor the management of overheads such as stationary and general purchase of consumables, as well as ordering of specific stock items required.
• General housekeeping of the office required with coffee machine serviced daily, dishwashers stacked and unloaded, meeting rooms kept clean and tidy, printers checked and filled with paper, fridges kept stacked and clean, toilet hygiene maintained with the help of onsite cleaning company and other.
• Overall responsibility of all mail (internal and external).
• Assist the EA to the Group CEO with daily tasks pertaining to the Group CEO’s office and COO’s office.
• Maintain meeting room requests, set up, pack up, cleaning and maintenance to a high level of hygiene.
• Organise lunch or coffee for Group CEO, COO and other visiting ELT or Senior Managers as requested.
• Pick up and drop off any hire cars, work cars or personal cars as needed to/from service or other.
• Book and manage travel requests for certain parties outside of the ELT such as Storage, GBS etc.
• Support the Group CEO and COO with calendar schedule and meetings when the EA is on annual leave.
• Keep a high level of confidentiality and privacy when it comes to matters of the Corporate Office.
• Management of Building Access Security cards.
• Assist in the arrangement of special events or Company meetings, including catering, set up and pack up.
• All other ad-hoc administrative duties as required and as directed.
Experience we’re looking for:
• 3-5 years’ experience in a similar role
• Ability to build relationships at all levels of the organisation
• Ability to maintain a high level confidentiality and privacy
• High level administrative and organisational skills with strong attention to detail
• Ability to maintain a proactive approach in solving problems rather than a reactive approach
• Strong levels of numeracy and literacy competency
• Demonstrated evidence of facilitating clear communication and direction to staff at all levels
• High levels of computer literacy (especially MS Excel, Word, Outlook and PPT)
• Evidence of experience in managing deadlines and prioritising busy workloads
• Demonstrated competence in situation analysis and decision making
• Resilience and ability to work under pressure
• Professional verbal and written communication skills
• Prior experience of general office administration is essential (preferably in a busy customer service or orientated role)
• Diploma in Administration, equivalent or higher, is highly regarded
If you are interested in this great opportunity and meet the above criteria, please apply by submitting your resume and a cover letter addressing the key recruitment criteria through the link below.
At Wilson, we are building a workforce that is representative of the community we protect. We welcome people from diverse backgrounds and are committed to supporting our Aboriginal and Torres Strait Islander Peoples with employment and career opportunities. We have an inclusive culture where innovation and teamwork are encouraged. If you wish to make a positive change in your community, contact us today.
The Wilson Group is an industry leader in the provision of diversified services including Parking, Security, Health, Storage and Technology Solutions. Our successful operations have expanded internationally and this growth is underpinned by superior performance and the strength of our relationships.
As an Organization we’re here to Create Enduring Value, for our people, customers, communities we operate in, by delivering on our promise of Looking after what matters through our values of Care, Integrity, Accountability and Innovation.