Executive Assistant and Office Support Manager - Canberra, Australia - KordaMentha
Description
Administration/Support/Service | Closing Date: 30/04/20241. Objectives and scope of the position
- To provide direct assistance to Partners/Executive Directors with the daily management of word processing, diary management and general secretarial support.
- Management of the Canberra office.
- General management of the Canberra office.
2. Duties and responsibilities
2.1 Executive assistance management
- Prepare PowerPoint presentations and reports, letters, spreadsheets and various other correspondence for Partners/Managing Directors and Executive Director as required.
- Provide extensive diary management to Partners in Canberra office.
- Organise meetings and luncheons for Partners, Executive Directors and Directors, including preparing coffees for client meetings.
- Organise travel itineraries, including booking travel and accommodation for Canberra office.
- Prepare expense reports for Partners.
- Organising client functions and marketing events for Partners/Executive Director and wider Canberra office.
- Assist Partners with time recording, billing and WIP management on an as needs basis.
2.2 General administration
- Arranging and preparing presentation material for monthly staff meetings.
- Arranging and preparing presentation material for monthly Partner and Director meetings and meetings.
- Managing firm catering requirements for client functions.
- Prepare reception area for functions, greeting guests, setting up and clearing after the function.
- Assist in the photocopying and binding of reports and documents.
- Organise Boardroom and meeting room bookings and organise catering as required.
- Assist in the preparation of mail outs, coordinate with staff and/or external printers.
- Process and reconcile travel invoices.
- Maintain stock of corporate merchandise and distribution.
- Assist staff with IT equipment requirements.
2.3 Administration/ Office Management
- Organise general office maintenance as required.
- Purchase of office equipment and furniture.
- Maintain stock of client function consumables.
2.4 People and Culture
Assist P&C:
- Completion of new starter forms
- Organise workstation allocation
- Liaise with IT and ensure all equipment is set up
2.5 Marketing
- Organising client functions and marketing events for the PEDD group.
- Maintain the CRM for Canberra.
- Maintain the KordaMentha Marketing Schedule of Events.
- Prepare reception area for functions, greeting guests, setting up and clearing after the function
3. Qualifications
- Excellent telephone manner.
- Well presented.
- Client service oriented.
- Ability to interact in a professional manner at all times.
- PC literate including advanced Microsoft Office (Word, Excel, PowerPoint and Outlook).
- Ability to manage areas of responsibility and take initiative.
- Ability to work independently as well as part of a busy and dynamic team.
- Desire to take ownership of tasks assigned.
- Strong verbal, interpersonal and communication skills.
- Accurate spelling and typing.
- Flexibility, in relation to working hours, as well as being able to change priorities and tasks as required.
- Attention to detail.
- Ability to adope a 'hands on' approach
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