Administrative Assistant - Lynwood, Australia - Skyline Recruiting Corporation

Description

This position serves a critical role at the Company, freeing up executive time so that the assigned executives can focus on the high-level leadership and strategic functions.

The Administrative Assistant is successful when they are intuitive to the needs of the CEO and assigned Executive Team members, managing and ensuring key tasks are handled in a low noise and efficient manner.

• Manage the calendars of CEO and assigned executives.
• Exercise discretion in committing time and evaluating needs.
• Manage travel for the CEO, who frequently travels between New Zealand and the US.
• Provide support for the assigned executives travel requirements and assist with international travel planning. Establish and manage the relationship with USbased external travel/hotel vendors.
• Assist with organizing and following up on tasks and accountabilities.
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.
• Coordinate key meetings, including companywide biweekly meeting.
• Take notes and write minutes during meetings as requested.
• Conserves CEO and designated E team members time with project work by reading, researching, collecting and analyzing information; and initiating telecommunications.
• Keep the CEO advised of timesensitive and priority issues, ensuring appropriate followup.
• Work with peers based in New Zealand (who support other executive team members) to coordinate activities across the entire Executive Team as required.
• Provide support to ensure data contained in systems managed by the assigned executives remains up to date at all times.

• 25 years' experience as an Administrative Assistant, Personal Assistant, or a similar role.
• Must have Strong interpersonal, communication and negotiation skills.
• Should have a resourceful, cando attitude.
• Must be able to work autonomously, employ initiative to find solutions.
• Must be able to prioritize and exercise discretion/maintain confidentiality.
• Must have Excellent written and verbal communication skills.
• Must possess Excellent Time management and organizational skills, and great attention to detail.
• Must be comfortable working across international and domestic time zones.
• Must have strong understanding of frequently used computer software and programs, such as Microsoft Office. Must have experience using Microsoft SharePoint and document management systems.
• Musty have the ability to work from our Lynnwood, WA office 23 days per week. (Tues., Wed., Thurs.)
• Preferred: Proof of COVID 19 vaccination (except where a legally recognized medical or religious exemption may be able to be accommodated).

• Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers. Acts with customers in mind; Establishes and maintains effective relationships with customers and gains their trust and respect.
• Peer Relationships: Can quickly find common ground and solve problems for the good of all; Can represent his/her own interests and yet be fair to other groups; Can solve problems with peers with a minimum of noise; Is seen as a team player and is cooperative; Easily gains trust and support of peers; Encourages collaboration; Can be candid with peers.
• Integrity and Trust: Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent him/herself for personal gain.
• Dealing With Ambiguity: Can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; isn't upset when things are up in the air; doesn't have to finish things before moving on; can comfortably handle risk and uncertainty.