Executive Assistant Melbourne

Duties and responsibilities as they align to Ryans Key Results

People:

• Acts as an extension of the Leader dealing with colleagues and clients in the utmost professional manner
• Maintains communications (email written phone and fax) while Leader is traveling
• Maintains a positive attitude at all times and provides assistance when other Executive Assistants are unavailable.
• May mentor and train less-experienced team members

Client:

• Prepare reports meeting minutes and correspondence.
• Create and edit documents spreadsheets and presentations.
• Manage schedules arrange appointments and itineraries. Ensures meetings begin on time with prep material delivered in advance. Requires extensive coordination and follow-up to ensure all meetings are calendared properly and effectively utilizing the best use of the Leaders time.
• Coordinate meetings travel conference calls and complete expense reports.
• Answers telephone and transfer phone calls takes accurate and concise messages
• Organizes and prioritizes multiple tasks and completes them under strict time constraints
• Manages daily correspondence and filing
• Reads sorts and distributes incoming mail. When necessary routes client documentation to ensure timely delivery to Managers when client deadlines are involved
• In addition to the above responsibilities Executive Assistants whether employed full-time or part-time will be responsible for office administrative tasks and duties including those in the office at the direction of the PIC.

Value:

• Handles and safeguards confidential and sensitive company and personal information
• Identifies and works to improve internal process and works to develop Firm policies as needed.
• Reviews and edits client-related documentation
• Maintains client and administrative filing procedures
• Remain knowledgeable of business unit and corporate policies.
• Assists with other projects as needed
• Perform advanced tasks under minimal supervision and other duties as assigned

Education and Experience:

High school diploma and 5 years of experience acting as the Assistant to the practice management tier of a firm. Must possess strong grammatical and proofreading skill. Extensive experience dealing with making contacts of a sensitive complex and confidential nature.

Computer Skills:

To perform this job successfully an individual must have advanced skills in Microsoft Word Excel Access PowerPoint Outlook and Internet navigation and research.

Certificates and Licenses:

Valid drivers license required and Notary Public preferred.

Supervisory Responsibilities:

This job has limited or no supervisory responsibilities.

Location:

Melbourne VIC

Work Environment:

• Standard indoor working environment.
• Long periods of sitting while working at computer.
• Occasional long periods of standing.

• Position requires regular interaction with employees and vendors both in person and via e-mail and telephone.

  Equal Opportunity Employer: disability/veteran