Executive Assistant to Chief Operations Officer - Perth, Australia - Hawaiian

Hawaiian

Verified Company

Perth, Australia

6 days ago

Posted by:

Olivia Brown

beBee Recruiter

Description

Hawaiian is a leading Western Australian property company with an extensive portfolio which includes shopping centres, office buildings and hospitality assets, employing a team of over 100 people.

At Hawaiian our purpose and values are clear - _Enriching lives through our places and experiences and_ we are _Passionate, Considerate, Collaborative and Curious_.

Hawaiian is proud to be a leading WA employer and we invite you to consider Hawaiian in your career journey.

An opportunity has arisen to undertake the role of
Executive Assistant to the Chief Operations Officer on a 12 month full-time contract with the possibility of extension or permanency.

Board and Committee meetings schedule, arrange, compile and distribute agendas, attend, take notes and circulate minutes in a timely manner to relevant team members and attendees.
Reports consolidate, review for accuracy and completeness and ensure consistency to standards.
Communications draft correspondence, meeting agendas and presentations on behalf of the COO to allow effective communication with team members, Directors, Board and external parties.
Presentations create high quality presentations for team briefings and other occasions.
Travel coordination organise flights, transfer and hotel bookings.
Expenses consolidate receipts, reconcile and lodge for processing
Coordinate and maintain the COO diary including organising appointments, meetings, travel and attendance at internal and external meetings
Monitor and maintain the COO's "work in progress" items to ensure timely follow up and completion
Identify, anticipate and prepare information requirements of the COO for meetings, appointments, presentations etc.
Followup inward and outwards requests for information, outstanding reports, and correspondence
Support the COO to manage his workload, activities, and management responsibilities.
Receive, review and prioritise COO correspondence
Maintain a filing system for the COO which enables the timely retrieval of key documents, including approvals, minutes, reports etc
Build strong relationships with COO contacts
Liaise with and greet visitors and associates on behalf of the COO
Maintain confidentiality and discretion with all dealings.
Provide support to Hawaiian's Directors by being back up to their designated assistants.
Back up for Office Administration Team duties including Reception, Kitchen and Team Events.

Qualification Requirements:

Previous experience of 5+ years in an administration position, property exposure being desirable
Typing speed of at least 60 wpm with 95% accuracy
Driver's License essential.

Preferred Skills and Attributes

Exemplary communication skills verbal and written, including grammar and spelling.
Proficient in accurate minute taking. Able to draft and format complex written documents.
Style strong interpersonal skills with a personable yet professional approach.
Flexibility able and available to work outside of core hours as needed.
Confidentiality able to maintain confidentiality and handle sensitive matters considerately, diplomatically and discreetly.
Organised solid principles and practices of record keeping i.e., maintaining filing and archiving systems. Demonstrated ability to plan, organise and prioritise work in an environment with multiple and conflicting demands. Ability to manage deadlines and working with multiple priorities.
Able to work under pressure need to be quick and decisive when needed, deal with conflicting priorities, meet strict deadlines and pay attention to detail.
Technical skills accurate word processing skills and a strong knowledge of a range of computer packages, including, Word, Excel, PowerPoint, Outlook, Chrome & Microsoft Sharepoint.
Work style able work both independently and cooperatively as required.

Take this opportunity to take the next step in your career with a highly successful company that believes its best investment will always be its people.