As Executive Assistant, you will be a trusted advisor and expected to support multiple C-suite executives, proactively and effectively within the business.
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
