EA to the GM

Vor 3 Tagen

Wien, Wien, Österreich at Vollzeit

Add expected salary to your profile for insights

At Baskin-Robbins, our mission is to spread joy through the delightful experience of variety. Since 1945, we've been passionate about creating innovative and fun ice cream flavors that bring smiles to faces. Join us as we continue our journey to becoming Australia's favorite ice cream brand, where every scoop is a new adventure and every day is filled with sweetness.

Your new opportunity

As the Executive Assistant (EA) to the General Manager / Office Manager at Baskin-Robbins Australia, you will play a critical role in providing comprehensive administrative and operational support to the General Manager and broader Franchise Support Centre office. In this capacity, you'll be responsible for ensuring smooth coordination of activities, effective communication, and the efficient management of the GM's office operations. This role will also see you oversee day-to-day office functions, making sure that all logistical and organisational tasks are executed seamlessly.

This position requires an individual with exceptional organisational skills, strong attention to detail, and a flexible approach to managing multiple priorities. You must be adept at handling confidential information with discretion while also fostering a positive and productive office environment.

We are looking for a proactive, detail-oriented team member who thrives in a fast-paced setting and enjoys taking initiative to drive operational efficiencies. You should be passionate about bringing structure to the workplace, improving office functions, and collaborating with various stakeholders. If you are someone who is hands-on and ready to make a significant impact, we'd love to have you on board.

Key responsibilities include but are not limited to the following:

  • Maintain accurate records of financial transactions and expenses related to the GM's office.
  • Assist in the preparation of expense reports as required by the GM.
  • Coordinate with the finance department to process invoices, expense reimbursements, and other financial documentation promptly.
  • Monitor and track budget allocations for administrative expenses and report any discrepancies to the GM.

Customer

  • Act as the primary point of contact for internal and external stakeholders seeking access to the GM.
  • Manage correspondence, emails and phone calls directed to the GM, prioritising and responding to inquiries in a timely and professional manner.
  • Facilitate communication between the GM and key stakeholders, including clients, partners and board members.
  • Coordinate meetings, appointments, and events on behalf of the GM, ensuring all logistical arrangements are handled efficiently.
  • Anticipate and address the needs of stakeholders to ensure a positive and productive interaction with the GM.

Internal Business Process

  • Organise and maintain the GM's schedule, including calendar management, travel arrangements, and itinerary planning.
  • Prepare agendas, briefings, and presentations for meetings attended by the GM, ensuring all logistical arrangements are handled efficiently.
  • Prepare, manage and issue franchise compliance letters on behalf of the GM.
  • Record minutes and action items during meetings, disseminating follow-up tasks to relevant team members as needed.
  • Manage travel requisitions on behalf of GM and Franchise Support Centre team.
  • Manage documentation and files related to the GM's office, maintaining confidentiality and data security.
  • Collaborate with other departments to streamline processes, optimise efficiency, and enhance cross-functional communication.
  • Support special projects and initiatives assigned by the GM, contributing to the achievement of organisational goals and objectives.

People

  • Foster positive relationships and effective communication channels with colleagues, executives, and external partners.
  • Serve as a trusted advisor and confidante to the GM, demonstrating professionalism, integrity, and discretion in all interactions.
  • Act as a liaison between the GM and departmental teams, conveying directives, priorities, and feedback effectively.
  • Provide mentorship and guidance to junior administrative staff, promoting a culture of excellence, collaboration and continuous improvement.

To be successful in your new role you have:

  • Proven experience of at least 5 years as an executive assistant or similar role, supporting C-suite executives in a fast paced environment, preferably within the F&B (Food and Beverage) industry.
  • Strong understanding of business operations, financial principles, and corporate governance.
  • Exceptional organisational skills with the ability to multitask and prioritise tasks effectively.
  • Excellent communication skills, both written and verbal, with a high level of professionalism and diplomacy.
  • Proficiency in Microsoft Office Suite and other relevant software applications for calendar management, document preparation, and data analysis.
  • Strong attention to detail and accuracy in handling confidential information and sensitive documents.
  • Ability to exercise sound judgement, discretion, and tact when dealing with internal and external stakeholders.

What's in it for you?

  • An opportunity to join an international brand that offers excellent career opportunities
  • Flexible working arrangements
  • Fun and fast paced working environment
  • Competitive salary + Super

If this sounds like your next career opportunity, please apply in writing by submitting your resume and clicking the link below.

We thank you in advance for your interest in our business and regret only short-listed candidates will be contacted.

We will only be accepting direct applications and kindly request all recruiters and placement agencies to refrain from contacting us with candidate proposals.

#J-18808-Ljbffr

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