836. Integrity - Executive Assistant

Function :  Executive Assistant, Business Support

Provide executive assistance and business support to the General Manager, and assist with business management functions within the team.

●    Calendar and inbox management i.e rearranging schedule, prioritising meetings

●    Engage and liaise with General Manager (GM) stakeholders (internal and external) and arrange meetings (including prepare agendas, minutes/actions and print papers, draft notes/Power Points, ED Annual Report Profile, ED Performance file and Business Plan file)

●    Manage GM schedule (appointments/travel) and coordinate documentation including annual calendar, flights, accommodation, hire car, JMP, prepare travel papers file, enter actual costs, assist with the collection of photos/information to inform newsletter articles

●    Coordinate information in/out of office i.e. approvals

●    Seek and collate information regarding end of year office closure/skeleton staff arrangements, service awards, retirements & recognitions, ED certificates, weekly contentious issues

●    Attend meetings (i.e. Managers Meetings, RD Video-Conferences) and record minutes/actions, including follow up status comments

●    Coordinate arrangements and event manage for bi-monthly team briefs and Regional Directors conferences (video and in-house) including agenda drafting, calendar bookings, collection of presentation, catering, IT set up, Teams presentation, property set up, notes/actions

●    Records management

●    Customer Service to visitors and answering addressing phone calls

●    Administration support for Business Management team including facilities management (property/IT) monthly reporting (i.e. Dashboards Corp Ex report edits, KPI results for corporate scorecard, regional snapshot newsletter edits) invoice payments, fixed assets, archiving, travel arrangements

●    Administrative assistance for Regional Directors, Business Partners, Communication Specialists, Director Delivery Planning & Contracts and Director Network Management

ESSENTIAL:

●    Time Management – organisation skills with the ability to meet deadlines

●    Record Keeping

●     Communication

●     Experienced user of MSOffice suite of products