Senior Executive Assistant – Corporate Services

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The "Senior Executive Assistant – Corporate Services & Travel" provides high-level executive and administrative support to the Vice President and senior leadership team. This position is responsible for assisting the VP in day-to-day operations, coordinating domestic and international travel, and ensuring the seamless delivery of corporate services across time zones.

The role requires a trusted professional with exceptional organisational skills, strong business acumen, and the ability to anticipate needs, resolve issues proactively, and uphold confidentiality at all times.

Key Responsibilities

Executive Support

• Provide senior-level administrative and executive assistance to the Vice President and leadership team.
• Manage complex diaries, coordinate meetings, and ensure effective prioritisation of time and commitments.
• Prepare, review, and format executive-level reports, presentations, and correspondence with accuracy and professionalism.
• Coordinate meeting logistics, including agenda preparation, minute-taking, and action tracking.
• Maintain accurate and secure digital filing systems, ensuring documentation is accessible and up to date.
• Handle confidential and sensitive information with discretion and sound judgment.

Travel Coordination

• Plan and manage end-to-end domestic and international travel for senior executives, including flights, accommodation, ground transport, visas, and travel insurance.
• Monitor travel expenditure, ensuring alignment with policy and budget.
• Provide 24/7 travel support when required, proactively managing schedule changes or disruptions.
• Maintain up-to-date knowledge of travel requirements, visa processes, and global travel advisories.
• Liaise with travel partners and vendors, ensuring best-value arrangements and compliance with corporate travel standards.

Corporate Services and Operations

• Support coordination of business functions and events, including leadership meetings, conferences, and visiting delegations.
• Manage documentation workflows, approvals, and record-keeping to support corporate governance requirements.
• Assist with onboarding and logistical arrangements for visiting executives and employees.
• Collaborate with internal teams and external partners to ensure the smooth delivery of corporate services.
• Identify opportunities to streamline administrative and travel-related processes.

Core Competencies

Communication: Demonstrates exemplary verbal and written communication, able to represent the organisation with professionalism at all levels.

Organisation & Prioritisation: Manages multiple priorities simultaneously, delivering outcomes under pressure and tight timelines.

Attention to Detail: Produces high-quality, error-free work with meticulous accuracy.

Confidentiality: Exercises discretion and sound judgment when handling sensitive information.

Proactive Problem-Solving: Anticipates needs, identifies risks, and implements effective solutions.

Relationship Management: Builds trusted relationships with executives, colleagues, clients, and suppliers.

Adaptability: Responds calmly and efficiently to changing priorities, travel schedules, and time zones.

Technology Proficiency: Advanced knowledge of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and ability to quickly adapt to new systems and tools.

Experience and Attributes

• Proven experience in a senior Executive Assistant, Business Partner, or similar role supporting multiple senior leaders.
• Minimum 2-3 years of experience in a senior Executive Assistant or similar role is required.
• Strong background in corporate travel management and coordination.
• Previous work experience in the travel industry is highly regarded.
• Experience using Corporate Traveler software is highly regarded.
• Experience within an engineering, construction, or energy-sector business preferred.
• Demonstrated ability to work independently and make sound decisions with minimal supervision.
• Highly professional, proactive, and solutions-focused, with strong interpersonal and cross-cultural communication skills.
• Familiarity with expense management systems.
• Availability to manage urgent or after-hours travel changes when required.

Qualifications

Diploma or Certificate IV in Business Administration, Travel Management, or related discipline (preferred).

A formal qualification in Business Administration or Travel Management is mandatory for this position.

Advanced proficiency in Microsoft Office Suite and digital collaboration tools.

Additional training in executive administration or travel coordination will be highly regarded.

At Quanta, you'll be part of a global organisation that values compliance, integrity, and innovation. We offer opportunities to grow your career in IT risk, audit, and security while working alongside diverse and talented professionals across the world.

If you're detail-oriented, motivated, and ready to make a real difference in IT compliance, we'd love to hear from you.

Apply Now and be part of Quanta's journey towards excellence in IT governance and security.

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