JOB OVERVIEW

As Executive Assistant, you will be a trusted advisor and expected to support multiple C-suite executives, proactively and effectively within the business. To be successful in this role, you will be expected to understand the business, and demonstrate a high level of business acumen and exceptional organisational skills which will contribute to seamless day-to day operations. With your prior experience, you will bring Executive Assistant best practices into the management team and will be responsible for the day-to day operations of the executive management function.

DUTIES AND RESPONSIBILITIES

• Management and coordination of diaries and agendas for executives’ and team meetings
• Maintenance of executives’ calendars and systematic management of email inbox/es with strong understanding of executives’ priorities
• Full responsibility for day-to-day operations of the executive management function
• Minute taking for meetings and systematically follow-up on actions
• Manage inbound and outbound queries with external stakeholders, writing error-free, eloquent emails
• Oversee sales operations, CRM upkeep, manage and improve operations with process and tooling (i.e. integrations, automations, etc.)
• Create and oversee internal administration process and systems upkeep
• Proactively source sales meetings with potential clients and set appointments
• Document current processes and identify opportunities to streamline and optimize
• Maintain hygiene and quality of data capture and storage
• Support management team with any operational tasks necessary to provide excellent customer experience
• Support in tool adoption across the management team
• Organisation of functions, events, and other ad hoc celebrations throughout the year
• Coordinate travel and accommodation requirements.
• Maintain confidentiality and use a high degree of discretion
• Be professional/courteous/polite in all communications. o Raise emerging issues, concerns, or areas of opportunity that affect clients’ experience and/or the effectivity and efficiency of processes.
• Maintain a high level of quality and efficiency on all tasks managed by observing best practice and utilizing available tools.
• Ensure attendance, participation, and cooperation during knowledge transfer sessions and other meetings
• Timely response and execution of deliverables to internal and external stakeholders

QUALIFICATIONS

Product Knowledge

• Bachelor's/College Degree in Business Administration, Management, or other related discipline is a plus, but not required.
• At least 3 years of experience as an Executive Assistant with stakeholder management skills.
• Executive assistant experience with C-level executives previously
• Project management skills are advantageous.
• Strong analytical and computer (primarily Google Suite, Excel, Slack, Whatsapp and Notion) skills.
• Familiarity with Notion, Visible.vc (investor relations platform) and Xero is highly regarded.
• Experience working in financial services, software companies or startups highly regarded.
• Strong oral and written communication skills
• Detail-oriented, always able to provide accurate and high-level quality work.
• Ability to manage multiple priorities while remaining focused on quality and delivery.
• You are exceptionally organized, a master note taker and are proactive in following up on actions to get things done
• Ability to learn quickly and think ahead.
• High level of empathy and mindfulness
• Works collaboratively and as part of a team building genuine relationships.
• Provides systematic and dependable follow-up, as well as a high level of organisation and preparedness.
• Maintains workflow under pressure and in a fast-paced, high-profile work environment.
• Accountability – always following up and staying ahead of the game.
• Ability to think strategically and execute quality output under tight deadline.
• Strong time-management skills and presentation skills
• Hard working and passionate about career and making a difference.

Customer Focus

• Proactively seeks to understand and deliver client needs, expectations, and levels of satisfaction.
• Able to maintain good relationships with clients and other stakeholders.
• Proactively seeks solutions for clients.
• Experience in working with an Australian company is a plus