NGO Recruitment supports the Voice to Parliament and a YES vote on 14th October

Senior Executive Assistant

Organisation Name NGO Recruitment
Location Melbourne
Date Posted 2023-08-29
Job Type Contract
Job Number 1119670
  • CBD location
  • Immediate start, 14 month contract
  • Dynamic, exciting environment


The Organisation

Our client is a market leader, passionate about supporting Victorian Commercial Property, in all aspects including Investments & Sales, Debt Advisory, Office Leasing, Logistics & Industrial, Property & Asset Management, Agribusiness, Hotels & Hospitality, Research, Strategy Consulting, Valuations and Project & Development Services.

The Role
Reporting to the Executive Director, Head of Capital Markets VIC, you will be responsible for providing high quality executive support and administration assistance to ensure the entire team is running smoothly.
No day will be the same, and you will function as the kay support withing the team – finding a balance between efficiently and effectively supporting your director.  The role will see you use your extensive administration, organizational and relationship management skills daily.
Responsibilities include:
  • Email management, including reading emails, replying to emails, and bringing important matters to attention
  • Screen and attend to a broad range of confidential and sensitive matters
  • Diary management and coordination of meetings
  • Acting as Client interface including greeting and welcoming clients at reception in a professional manner
  • Arrange leadership meetings, conferences and whole of group/team meetings as required
  • Organise all travel arrangements including the business case for travel, travel diary, booking flights,accommodation, transportation and preparing itineraries
  • Prepare documents, presentations and administration duties
  • Preparation of agenda, minutes, catering, and any ad-hoc requirements for both internal and external client meetings
  • Managing, prioritising, tracking, delegating, and issuing correspondence and reporting requirements
  • Maintenance and upkeep of all companies and contacts in database, including dedicated team marketing lists
  • Work with the team to drive accountability across processes in Campaign Management from start to finish
  • Ad hoc personal requirements for Director
  • Have a sound knowledge of office procedures, an attitude to accept responsibilities and to work autonomously as required but also participate as a team member within the business unit
  • Drive team social initiatives with the assistance of team members
  • Monitor and manage office supplies on behalf of the team
  • General administration duties, as required.
Finance and Operations
  • Coordinate and manage report
  • Manage expense claims and coding by submitting of corporate credit card & personal reimbursements including approvals for the team
  • Assist and coordinate deal tracking, monthly fee forecasting and reporting relating to the Department/s fee and budget
  • Keep track of recoverable and non-recoverable costs
  • New supplier creation and arranging payment of supplier accounts and invoices
  • Manage and approve system vendor creation, sale deposits and releases, of monies held in Trust accounts and transaction invoices
  • Manage the onboarding and offboarding process for new starters/departing staff, including job requisition, business case, IT/system set up, team communications, logistics and termination/exit interview process
  • Update and maintain stocklist weekly – new submission, listing, sold etc
  • Support in managing teams HR & legal matters eg: Annual leave, policies, NDAs etc

Co-ordination of team and client events, this includes but is not limited to:
  • Manage and maintain team budgets
  • Preparation of run sheet and agenda with responsibilities
  • Creation and maintenance of guestlist and invitations
  • Organising catering and coordinating with suppliers as needed
  • Organising internal room bookings or external venue reservations
  • Purchasing event tickets for staff and clients where required
  • Arranging entertainment as required

Skills Required
  • Provide courteous and helpful assistance to both internal and external stakeholders
  • Demonstrate teamwork to all levels of the Business Unit in all aspects of work and help promote continuous improvement throughout the organisation
  • Ability to work on multiple tasks at once and be able to prioritise
  • Ability to work independently and make sound decisions
  • Highly motivated with a proactive work style
  • Excellent organisational and project management skills
  • An extremely high level of attention to detail
  • Previous experience providing high level support to Senior Executives
  • Year 12 Level Education / TAFE or Business Studies
  • 5+ years’ experience in Administration and/or Operations
  • Experience in a property/commercial real estate will be considered favourably
  • Strong working knowledge of Microsoft Office Programs 
Candidate must be an Australian Citizen or Permanent Resident, hold a current drivers license, and be able to provide a satisfactory National Police Check.

If you are looking for a role in which you can apply your senior experience a similar role, please apply by sending submitting your resume.  Alternatively, please call Gabrielle Patterson on 03 8080 8978 for a further discussion.

Please note there is no formal closing date for this role, if you are interested, we would encourage you to apply as soon as possible.

NGO Recruitment values equitable recruitment practices and is committed to representing candidates reflective of the diverse organisations and communities we work with. We welcome and encourage applications from all backgrounds, ages, and identities, and are happy to adjust our recruitment process to support accessibility needs. If you are interested in this position and have most of the skills or experience we are looking for, please go ahead and apply.

Please be advised you can upload two attachments, including your resume and covering letter when submitting your application.