Executive Assistant And Office Manager
vor 3 Wochen
PA, EA & Secretarial (Administration & Office Support) Full time Business Chamber Queensland is the state's leading business body.
For 155 years we have represented businesses of every industry, every size and in every part of the state.
We are an independent, not-for-profit organisation with a rich legacy of supporting Queensland businesses to thrive through meaningful products and services, innovative thinking, and powerful advocacy.
We have our sights firmly set on the future and ensuring Queensland businesses can take advantage of the opportunities ahead in our state.
At Business Chamber Queensland, we put business first and we know business matters.
The Role As the Executive Assistant to the CEO and Office Manager at Business Chamber Queensland, you will play a pivotal role in ensuring the smooth operation of our executive office and overall office management.
This dual role requires a highly organised and experienced professional who can manage the CEO's schedule, coordinate meetings, handle confidential information, and oversee daily office operations.
Your ability to multitask, prioritise, and communicate effectively will be essential in supporting the CEO and the Executive Leadership Team (ELT) while maintaining an efficient and productive office environment.
Responsibilities Manage and coordinate the CEO's diary, ensuring optimal time management and prioritization of tasks.Arrange and coordinate meetings, including scheduling, preparing agendas, and ensuring all necessary materials are readily available.Monitor the CEO's email and respond where required, maintaining confidentiality and professionalism.Answer phone calls in a professional and timely manner, directing inquiries as appropriate.Organise travel and accommodation for all Business Chamber Queensland Team Members, ensuring cost-effectiveness and convenience.Organise and plan meetings for the ELT in advance, including logistics, materials, and follow-up actions.Take notes, write minutes, and provide minutes to all stakeholders after each meeting, ensuring accuracy and timely distribution.Coordinate diaries, both internally and externally, to facilitate smooth scheduling and communications.Arrange Boardroom functions, such as morning tea/lunch, ensuring all details are managed efficiently.Arrange all personal requirements for the CEO, as necessary, maintaining discretion and attention to detail.Collect receipts and reconcile credit card statements monthly on behalf of the CEO, maintaining accuracy of compliance records.Implement a follow-up system (daily/weekly/monthly) to avoid "surprises" and ensure tasks are completed on time.Keep an eye on CEO appointments, ensuring briefs are available 3-4 days before meetings, and all necessary preparations are made.Arrange all agendas, minutes, and other paperwork to be available for all other Boards/Meetings a week or two ahead of time, following up when required.Constantly follow up with other managers regarding requested actions by the CEO/ELT, ensuring accountability.Maintain and purchase office supplies, stationery, and kitchen equipment, ensuring the office is well-stocked and all appliances are functional and up-to-date.Provide general administrative support to the team as needed, including document preparation, data entry, and other tasks.Maintain a clean and organised office environment, ensuring that common areas are tidy and that any issues are addressed promptly.About You Proven experience in an administrative role, ideally as an EA or Office Manager.Experience in managing schedules, coordinating meetings, and handling correspondence.Demonstrated leadership, management and interpersonal skills.Experienced in project management, with multi-faceted collaboration highly regarded.Accomplished collaborator, able to unite and motivate diverse teams behind a common goal.Experienced networker, able to establish and maintain highly productive relationships with a diverse range of internal and external stakeholders.Understanding of the Chamber's emerging business drivers.Highly proficient organisational and time management skills, expert at managing multiple tasks in parallel.Skilled at prioritising and organising work of self and others.Exceptional verbal and written communication skills.Experienced and highly proficient at collaborative problem solving with a solution-oriented mindset and commitment to getting things done.High level of learning agility, able to thrive in complex and ambiguous environments.Proficient in standard business IT systems, including MS365 and Salesforce.How to Apply All applications must be submitted via Seek.
Your application should include:
Up to date resume; andCover letter outlining your suitability, experience and motivation why you're applying for this position.To be considered for this opportunity, you must have the right to live and work in Australia on full working rights.
Applications will close 30 October 2024. Interview Process Shortlisting and phone screen will commence immediately.
Interviews will be required in person in our Brisbane Office.
Should you have any questions prior to your application, please contact Michelle Phillips on .
Business Chamber Queensland is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.
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