C-Level Executive Assistant

Job Description

Add expected salary to your profile for insights The Lead EA reports directly to the General Manager of the Chairman’s private family office at one of Australia’s largest construction companies based in the Sydney CBD. You will be the primary executive support at the core of the company’s strategic activities as well as the private family operations. The Lead EA also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts, and undertakes special projects. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Lead EA will be experienced in researching, planning, and executing complex travel itineraries with a broad knowledge of international travel gained from personal experience. A background in managing and coordinating support staff will be advantageous. Being degree qualified or having undertaken some form of post-secondary education will be highly regarded. You’ve either mastered your craft as an experienced C-Level EA or think you are ready to demonstrate you are amongst the best in your field. We will shortlist for potential interviews. The interview process may be in two to three stages. About You You are calm and considered, proactive, dynamic, and a passionate person being solution-focused and people/networks orientated, organizing, multi-tasking, and managing the lives of others meticulously. You enjoy doing this with the intent of making life simpler and adding value to the lives of your team and overall organization. You thrive working autonomously but also enjoy contribution and collaboration with those around you.You work at a high tempo while producing high-quality outputs and are flexible in your approach, acknowledging the need to operate outside business hours from time to time in order to get the job done. Role Objectives + Key Responsibilities: Understand the business and personal preferences and priorities of your direct reports in order to best support their time. Manage all matters with a high level of confidentiality and discretion. Extensive calendar management and complex forward planning with strong attention to precision & detail. Lead and coordinate complex travel and accommodation for internal and external meetings and events including value managing suppliers both locally and abroad. Manage inquiries quickly, proactively, and follow through on tasks to successful completion. Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization. Use discretion, confidentiality, and good judgment to handle C-Level matters. Conserve your direct reports' time by reading, researching, collecting, and analyzing information as needed, in advance. Represent the company and the Executive in a positive light through great follow-through skills and sound judgment. Complete ad hoc projects as assigned – such as personal events and/or family needs. Be responsive to emails/texts/phone calls, with contact outside normal business hours as required by the seniority of the role. Support your direct reports in maintaining relationships with key people to ensure progression in communications and to surface and pursue opportunities for operational betterment. Recognize operational weaknesses and help sharpen processes or develop new ones. Coordinate and manage a team of support staff to expand the function of the private office. Skills and Qualifications: Have 7+ years of Executive Assistant experience. Experience supporting C-Level Executives, Chief of Staff, or similar will be highly regarded. Have background managing Board meeting preparation & calendars. Capable of prioritizing business needs and making trade-offs across all stakeholders accordingly. Have exceptional attention to detail and commit to faultless execution on tasks. Capacity to navigate, digest, and make decisions amidst uncertainty. Technologically savvy with the ability to quickly accommodate to new applications and tools. A self-starter who can manage priorities and make trade-offs when needs change. Possess discretion and sensitivity towards confidential information. Proactive and motivated to emphasize current processes and build efficient systems. Professionally polished in both internal and external interactions and the ability to display finesse and stability under pressure. Committed to collaboration and teamwork. Understand the highly adaptable nature of support work and are comfortable with being available as needed. Bachelor's Degree or post-secondary education will be highly regarded. Salary Expectation Competitive | Dependent on Experience #J-18808-Ljbffr