Executive Assistant – Australian client

You will be responsible for assisting with executive duties, team management support, and operational administrative tasks. You will also be a key liaison within the team, coordinating with both internal and external stakeholders. This role requires a proactive, organized, and detail-oriented professional who can juggle multiple priorities in a fast-paced environment.

Duties and Responsibilities:

Executive Support:

● Calendar & Schedule Management Coordinate and manage the calendars of the Operations Manager and Managing Director, ensuring seamless scheduling of meetings, client calls, and events.

● Email Management Oversee the executives' email inboxes, drafting responses, filtering priorities, and ensuring timely communication with clients, partners, and team members.

● Meeting Coordination & Documentation Prepare agendas, attend meetings to take minutes, and ensure follow-up on key action items. Assist in organizing both internal and external meetings, as well as team briefings.

● Overall Administrative Support Provide comprehensive administrative support to the Managing Director and Operations Manager, ensuring that day-to-day activities are efficiently managed. This includes handling phone calls, drafting correspondence, managing office supplies, and ensuring the executives have all necessary resources to perform their duties effectively.

● Confidentiality & Discretion Handle sensitive and confidential information with discretion and professionalism at all times.

Operational & Team Management Support:

● 1:1 Meeting Preparation & Team Management Support Assist the Operations Manager in managing their team by preparing materials for 1:1 meeting, tracking team performance, and ensuring that deadlines and deliverables are met. Follow up on action items, assisting with the coordination of team goals and timelines.

● Operational Administrative Support Provide daily operational administrative support, including managing reports, maintaining team documentation, preparing presentations, and assisting with operational system management.

● Process Improvement Identify opportunities for process improvements within operational and administrative systems, ensuring smoother workflows and better efficiency.

Project & Client Coordination:

● Project Coordination Support the planning and execution of various projects across the organization by coordinating resources, tracking project timelines, and monitoring milestones. Collaborate with department heads to ensure that operations run efficiently.

● Client Communication & Support Act as a point of contact for key client projects, assisting with communication between the client and the internal team to ensure timely project delivery and excellent customer service.

● Event Planning & Coordination Organize and coordinate corporate events, team-building activities, and client functions, including logistics management and communication.

Financial & Resource Management:

● Budget Monitoring & Support Assist with budget tracking, ensuring expenses are monitored and within approved limits. Manage the submission of expense reports for the executives and handle the approval process.

● Supplier Relations Maintain relationships with external service providers, ensuring that contracts, agreements, and deliveries meet business needs and quality standards.

Key Competencies:

● Organizational Skills Strong ability to manage multiple tasks simultaneously, while maintaining accuracy and meeting deadlines.

● Communication Excellent verbal and written communication skills, with a strong ability to draft professional correspondence and reports.

● Business Acumen A sound understanding of business operations, allowing you to anticipate the needs of the Operations Manager and Managing Director, and identify opportunities for process and operational improvement.

● Problem-Solving & Initiative Proactive in addressing problems and finding solutions. Ability to manage unforeseen challenges and adapt in a fast-paced environment.

● Technical Proficiency Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams) and familiar with collaboration tools (Slack, Trello, G Suite). Ability to learn and work with digital systems and technologies used across the business.

● Attention to Detail High attention to detail, ensuring that all documents, communications, and schedules are meticulously managed.

Qualifications & Experience:

● Education Bachelor's Degree in Business Administration, Management, or a related field is preferred but not required.

● Experience 3-5 years of experience as an Executive Assistant, ideally supporting senior leadership.

● Experience working in fast-paced industries such as entertainment, film, or production is a plus.

● Experience in project coordination or operations support is an advantage.

Skills

● Strong organizational and multitasking abilities.

● Advanced time management and interpersonal skills.

● Proficient in handling confidential matters with discretion.

● Experience with budget management and project tracking.

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