AddressAre you looking for a challenging and varied role in a fast-pace environment?
Are you a confident, proactive & organised PA? Working directly with the directors of multiple large medical companies around Australia you will provide personal support with discretion and confidentiality.
This Medical Group is rapidly expanding in Australia. They are currently seeking an experienced Personal Assistant who will be responsible for supporting the Medical & Executive Directors. In this role you will be responsible for providing high level Personal Assistant support to both directors by coordinating a range of personal, administrative and business services.
Key responsibilities include:
Provide confidential executive and administrative support to the Directors including diary management, forward planning, meeting document preparation and liaising with clients.
Undertake basic research and investigation in order to provide information or advice on specific issues.
Provide executive support for a range of committee, events, workshops, planning events, focus groups and meetings including booking venues, organising catering, agenda preparation, minute- taking, coordination of meeting and post- meeting material.
Facilitate and coordinate financial transactions including accounts payable, and maintain appropriate records & filing.
Develop and maintain effective working relationships with company staff and managers, external suppliers and service providers.
Run personal errands for directors to assist in smooth flow of all work and private requirements.
Follow up with patients who are directly under the care of one of the directors in order to manage their appointment book.
Prepare documents under guidance for a range of topics.
Ensure that directors are available to attend scheduled meetings and maintain regular contact to ensure smooth flow each day.
Manage the Directors’ multiple diaries and meeting schedules.
Manage the Director’s multiple inboxes.
Liaising with suppliers, clinic staff members, clients and patients where necessesary.
Dealing with incoming communication and corresponding on behalf of directors
Arranging all private and work travel arrangements
Devising and maintaining office systems, including data management and filing
Assisting in arranging philanthropic activities supported by the group.
Criteria
- High level of professionalism in all written and verbal communication
- Demonstrated written and verbal communication skills with the ability to draft and edit a diverse range of high quality materials.
- Proven success in providing high level and confidential executive support whilst efficiently managing and prioritising workload and maintaining attention to detail.
- Demonstrated digital literacy including using word, excel and powerpoint.
- Demonstrated ability to apply reasoning, judgement and analytical skills in resolving routine issues in a complex environment.
- Demonstrated ability to connect and collaborate with colleagues and stakeholders in a team-based environment.
- Demonstrated excellent time management and prioritisation skills
- Great communication skills and the ability to multi-task effectively while remaining calm and professional under pressure.
Minimum 2 years experience.
