Executive Assistant - Melbourne, Australia - Aurex Group Limited

Aurex Group Limited
Aurex Group Limited
Verified Company
Melbourne, Australia

2 weeks ago

Olivia Brown

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Olivia Brown

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Description
City Centre Office

  • Potential for Permanent role
  • Diverse and successful team

Company Overview:


Key Responsibilities:


As the Executive Assistant, you will ensure the seamless functioning of the team and require administration, organisation, and relationship management to efficiently & effectively supporting your director.

The role requires and not limited to the following responsibilities:


Executive Assistance:


  • Handle confidential and sensitive matters with discretion and professionalism.
  • Coordinate and manage the executive's diary, scheduling facetoface meetings, teleconferences, and video calls, along with booking suitable meeting spaces.
  • Serve as a professional point of contact for clients, including welcoming and greeting visitors.
  • Facilitate all travel arrangements, from business case creation to itinerary preparation, flights, accommodation, and transportation.
  • Prepare documents, presentations, and administrative materials with meticulous attention to detail.
  • Compile agendas, take minutes, arrange catering, and fulfill adhoc requirements for internal and external meetings.
  • Have a sound knowledge of office procedures, an attitude to accept responsibilities and to work autonomously as required but also participate as a team member within the business unit.
  • Demonstrate knowledge of office procedures, work autonomously while fostering teamwork, and drive team social initiatives.

Finance and Operations:


  • Coordinate and manage reports and assist with deal tracking, fee forecasting, and budget reporting.
  • Handle expense claims, including corporate credit card and personal reimbursements, obtaining necessary approvals.
  • Track recoverable and nonrecoverable costs.
  • Facilitate supplier creation and payment processes, including invoices.
  • Oversee onboarding and offboarding processes for new starters and departing staff.
  • Support the executive with HR and legal matters eg: Annual leave, policies, NDAs etc

Events:


  • Coordinate team and client events, managing budgets, run sheets, guest lists, invitations, catering, venue reservations, and entertainment.
  • Purchase event tickets for staff and clients as needed.

Qualifications:


  • Year 12 Level Education / TAFE or Business Studies.
  • Minimum 5+ years' experience providing highlevel support to Senior Executives.
  • Experience in property/commercial real estate will be favourable.
  • STrong proficiency in Microsoft Office Suite and calendar management tools.
  • Exceptional organizational skills and attention to detail.
  • Strong communication skills and the ability to handle confidential information.
  • Ability to work autonomously and as a team member.
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