Executive Assistant

Summary about this job

Detail information about job Executive Assistant. Terms and conditions vacancy

Victory Offices is a leading provider of Serviced, Virtual and Coworking office spaces.  We provide perfectly tailor-made solutions for today's fast-paced corporate environment.  We are sought-after for our 6-Star Service, quality, and our ability to enable our clients' business success.  In just 4 short years, we have grown to over 12 premium locations across Australia and with even more opening in 2018!  We've also been recognised as one of Australia's Fast Starters for 2017 by the Australian Financial Review.

Due to our success, market demand and fast-growing business, we are looking for an Executive Assistant. This position is based at one of our state-of-the-art facilities in the heart of Melbourne CBD.

The role of Executive Assistant will ensure professional secretarial services to the Chief Operating Officer (COO) and be dynamic in administration and report preparation, meeting coordination, and schedule organisation. Critical to this role are exceptional interpersonal, communication and time management skills, along with good knowledge of Microsoft office packages and the flexibility to support relevant committee meetings as required by the COO. This role incorporates the responsibility of ensuring the professional provision of service to members and industry contacts is maintained at the highest level and representation at various functions with or on behalf of the Chief Operating Officer.

Your duties will include, but are not limited to:

• Preparing research papers, reports, policy documents and proposals for consideration as required
• Attending to diary & meeting management; email management as agreed; report writing and collation of information; servicing of meetings chaired by the Chief Operating Officer and taking meeting minutes
• Producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
• Conserving executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information; initiating telecommunications
• Maintaining executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
• Welcoming guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
• Maintaining customer confidence and protecting operations by keeping information confidential
• Preparing reports by collecting and analysing information
• Securing information by completing data base backups

Ideally you and your background will have:

• Demonstrated understanding and preparedness to commit to the organisation's values
• 2 years' experience in providing executive support and assistance at a senior level
• Demonstrated high level skills in dealing confidently and courteously with people at all levels
• Capacity to work independently with minimal direction and collaboratively in a team environment 
• Ability to develop and maintain effective networks with internal stakeholders, contractors and industry colleagues
• Confidence when dealing with others, along with well-developed written and verbal communications skills
• Ability to adopt and adjust to change and its processes
• Ability to set priorities, plan workload, meet deadlines and achieves the objectives through the efficient use of time
• Confidence in using a computer along with the ability to use Microsoft office programs, including Word, Excel and Outlook
• A Diploma, Degree or Certificate in Business Administration, Event Management or any other relevant qualification

In return, we offer you:

• Extensive training and career development opportunities
• Great management support
• Modern offices – easy to access, great location, next to transport and shops
• Enjoyable team working environment

Please note that some interstate and overseas travel will be required at the discretion of the Chief Operating Officer.

If you feel that this opportunity is right for you then APPLY TODAY!  Alternatively, call Anisha Fitzpatrick on 03 9900 6259 for a confidential discussion.