Job description
Your New Organisation: Working the the Chief Technology Officer for our provider
Your New Role: Executive Assistant
ABOUT THE ROLE
An executive assistant is primarily responsible for providing high-level administration support to the Chief Technology Officer (CTO) and the Digital Technology Group.
You will be required to perform the deliverables below:
- Manage the CTO's administration flow, including all correspondence in their office via telephone, mail, email and other electronic means. While ensuring to monitor timeframes and commitment dates to ensure information is available as and when required.
- Manage the CTO's work schedules, and all aspects associated with it, including diary management and organisation of meetings and relevant papers/agendas.
- Coordinate weekly Digital Technology Group leadership meetings including all logistics, preparation of agendas, collation of presentations, site visits where needed as well as minute taking and distribution.
- Organise and assist in preparing complex documents including contracts, procurement proposals, board papers, Voting Shareholder papers, business cases, and communications.
- Coordinate CTO's inputs to meetings (team, vendors and industry, Executive, Board and Board committees) and follow up on required actions.
- Organise meetings including setting agendas, preparing materials, taking minutes/actions and following up on actions.
- Develop and coordinate strategic communication initiatives on behalf of the CTO.
- Coordinate and track KPI's and business strategy initiatives specific to Digital Technology Group, including assistance with group-wide communications.
- Coordinate and provide advice for team projects, group workshops and events and as per the direction of the CTO.
- Arrange travel itinerary and bookings for the CTO as required.
- Manage and maintain effective filing systems for all confidential information, including SharePoint and email.
- Reconcile the CTO's corporate credit card.
- Provide assistance as needed to the office of the Managing Director and to other executive team members as needed.
- Undertake research tasks and lead special projects as directed by the CTO.
Qualifications, Knowledge and experience
- Demonstrated extensive experience in providing Executive assistance, preferably within an information technology focused business unit.
- Experience in working unsupervised, managing competing priorities and complex issues, and liaising with senior stakeholders.
- Experience in researching and preparing high quality written documents.
- Experience in change management methodologies for the purpose of supporting group and business initiatives, with a focus on cultural impacts.
- Knowledge of best practice administrative procedures and systems.
- Familiarity with the provider, its ownership, Executive structure and operations.
- Experience in working unsupervised, managing competing priorities and liaising with senior stakeholders.
Attributes and Skills
- Attention to detail. Examines issues thoroughly, using information gained to identify details important to the matter at hand, monitoring work to ensure accuracy. Is adaptive and accepting of new ideas, willing to approach new challenges and adjust plans to meet priorities.
- Integrity. Behaves in an honest and trustworthy manner, treats others fairly and is open about own misjudgements and any conflicts of interest which may be present.
- Professionalism. Regulates own behaviour, comprehends organisational structure and culture and acts appropriately in the execution of duties.
- Computer skills. Uses a wide range of software features for word processing, research, analysis and communication, and helps others solve problems with software.
- Communication skills. Communicates effectively verbally and in writing, adapting style to suit different audiences.
- Time management skills. Plans and organises self to ensure the timely completion of tasks.
- Writing skills. Uses clear, concise language in all written products, and includes content appropriate for the purpose and audience.
What is in it for you
- Hybrid work arrangement
- Free parking on-side
- Potential extension
To be considered for the role click the 'apply' button or for more information about this and other opportunities please contact Divya Arora on + 612 6151 9211 or email [email protected] and quote the above job reference number.
Paxus values diversity and welcomes applications from Indigenous Australians, people from diverse cultural and linguistic backgrounds and people living with a disability. If you require an adjustment to the recruitment process, including the application form in an alternate format, please contact me on the above contact details.
