Total 6,372 Senior Executive logistic assistant job vacancies in Australia

Your new company
Hays are delighted to be partnering with one of the leading professional service firms in Perth to support their continued growth and development. This role is being offered on a full-time, temporary basis to an individual seeking an opportunity to develop their Executive Assistant skills in a well-sought after organisation.

Your new role
In your new role, you will become part of a well regarded team to provide executive support. Your role will include diary management, travel and event organisation, database management and timesheet processing. You will be communicating regularly with the compliance and finance team to ensure a smooth operational process.

What you'll need to succeed
To succeed, you will be a motivated individual with a background in an Executive Assistant role or similar. You will have to demonstrate a key understanding of executive administration processes. You will be a professional individual who is able to provide a vital link between various sectors of the team.

What you'll get in return
In return, you will be offered an impressive competitive salary and access to an invaluable opportunity to develop your executive assistant career.

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk

• Review of incoming tasks, projects, correspondence and/or other communications.
• Prepares documentation and/or automated reports
• Manage an automated calendar to schedule appointments.
• Coordinating travel arrangements for supported personnel.
• Planning or coordinating distinguished personnel visits

PT Owlies Global Kreasi is seeking a detail-oriented, professional, proactive, and experienced Executive Assistant to join our team at our Jakarta office. The ideal candidate will have strong administrative support skills to help implement and manage strategies for our executive team. This role requires a highly responsible individual capable of handling a diverse range of tasks with excellent organizational skills. The candidate must be willing to work full-time on-site (WFO) in the Kuningan area, Jakarta.

Key Responsibilities:

• Coordinate and manage executive schedules, including meetings, appointments, and travel arrangements.
• Prepare reports, presentations, and correspondence with accuracy and professionalism.
• Handle sensitive and confidential information with high discretion.
• Communicate effectively with other executives and both internal and external stakeholders.
• Assist in planning and organizing company meetings and events.
• Maintain and organize office documents, ensuring completeness and accessibility.
• Perform general administrative tasks as needed to support executive operations.
• Act as the point of contact for executives regarding various operational aspects (internal and external).
• Research, prioritize, and follow up on issues directed to executives, including sensitive and confidential matters, determining appropriate actions, referrals, or responses.
• Manage office or personal needs for the board of executives.
• Support visitor needs and other office management functions to facilitate executive operations at the office.

Qualifications:

1. Background or experience as an Executive Assistant; graduates from a Secretarial Academy or in Business Administration are preferred.
2. Minimum of 1-2 years of experience in a similar role.
3. Skills required:
4. Strong organizational and time management abilities.
5. Excellent communication skills in both Bahasa Indonesia and English (written and verbal).
6. Proficiency in Microsoft Office tools (Word, Excel, PowerPoint, Outlook), as well as other tools like spreadsheets and Google Sheets.
7. Ability to work well under pressure and handle multiple tasks.
8. Willingness to work full-time on-site in the Kuningan area, Jakarta.

This Role: Executive Assistant

Fixed Term 12 Month Full Time Contract - 37.5hrs per week - Eligible for hybrid working.

Location: Farringdon, London, EC1N 8JS

Salary Banding: £42,949 to £45,209

This is an ideal development opportunity for an experienced EA to support to MTVH’s Executive Office. In this role you will provide administrative, secretarial and project support to the Executive Assistant to the CEO and the Chief Executive, and often be the first point of contact for other Directors, Senior Management, and external stakeholders. You will also support and minute the Executive Team meetings.

Responsibilities will include, but not be limited to;

• Provide day to day administrative and secretarial services to the CEO and EA, prioritising as appropriate.
• Handle diary management and travel arrangements for the CEO and Chair.
• Provide effective management of the CEO’s email inbox, ensuring that communications are attended to in due time and delegated to the correct colleagues as required.
• Draft correspondence for CEO’s approval.
• Service Executive Team meetings: draft agendas alongside the CEO and other EDs, collate reports and papers, distribute papers, minute the meetings and write up the minutes for CEO review, prepare, disseminate and manage action log, liaise with other EAs to ensure that actions are prioritised and the deadlines are reflected in the EDs’ calendars.
• Liaise with the Chair and Board members.
• Process invoices, procurement requests and other financial transactions relating to the CEO Office.
• Coordinate executive team events and communications as appropriate.
• Liaise with external stakeholders including the Regulator, Government Agencies and Members of Parliament.
• Refer MP and Councillors’ enquiries and customer complaints addressed to the CEO as appropriate, working with the Service Improvement Team and other senior colleagues.

About you

To be successful in this role you must be able to demonstrate extensive experience of supporting at Director Level and above including detailed minute taking within meetings. Ability to organise and prioritise tasks. Knowledge of Social Housing would be advantageous.

We will be looking for you to demonstrate in your application and through the interview process:

• Excellent written and spoken English, highly numerate with the ability to interpret complex data.
• High levels of IT literacy and numeracy, including Word, Excel, PowerPoint, Project
• First class time management skills, being able to prioritise and delegate (often to more senior colleagues – Executive Team)
• The ability to develop and maintain positive relationships with colleagues.
• Strong communication skills, experience of managing senior internal and external stakeholders.
• Be able to confidently navigate through ambiguous situations while handling highly confidential and sensitive data.

Interview Diary Dates:

First Stage Teams Interviews to take place on Friday 22nd November

Second Stage in Person Interview's to take place on Wednesday 27th November

Please note :- we do not currently offer visa sponsorship.

What’s in it for you?

Our benefits include:-

• 28 days annual leave plus 8 bank holidays (pro rata for part time) per year
• 2 volunteering days per year for things like helping out in local communities
• An additional ‘Beliefs day’ once a year to have an extra a day off
• Supported family friendly approach with extended parental leave
• Enhanced pension with matched contributions of up to 9%
• Option to buy or sell up to 5 days annual leave per year
• Life assurance cover 3 x your salary
• Cycle2work scheme
• Hybrid Working - Dependent on job role and department
• Health cash plan scheme for your everyday healthcare needs which you can add your family members too
• Tenancy deposit – interest free loan to help with rental deposits and season Ticket loan
• Access to extensive learning and training opportunities with Wisebox platform
• Colleague virtual social platform with our workplace pages where you can keep up to date with the organisational activity and link in with colleagues
• Career progression across the organisation with our mentoring/coaching programmes, apprenticeships and career planning support
• Employee Assistance Programme- We are committed to the wellbeing of our colleagues and support this as an organisation

About us

We are committed to developing and implementing or maintaining sustainability initiatives to reduce environmental impact and promote sustainable practices within MTVH.

Learn more about our benefits and organisation by viewing our attached document

Our promise

Here at Metropolitan Thames Valley Housing (MTVH) we want to capture the value that difference brings and are committed to promoting equality, diversity and inclusion. We work collaboratively ‘Serving people better every day’ to educate, support and develop all of our diverse employees and the communities that we serve. We are also part of the disability confident employer scheme.

We want every employee and every customer to feel comfortable enough to be their true self and are working tirelessly in the background to create an environment that encourages our employees to challenge non-inclusive behaviours and to be mindful of their own and other’s wellbeing.

We provide a platform of Network groups for employees to share views, tell us what we’re doing well and recommend improvements. We want to create a real sense of community and a workforce who feel that their opinions are valued. Our Networks groups are:-

• Gender
• Ethnicity
• LGBTQ+
• Disability

Our core values of Dare, Care and Collaborate demonstrate that we are a people focused business, solving social issues by working together!

We reserve the right to close this vacancy early if a suitable candidate is found so we do encourage you to complete the application as soon as possible to avoid disappointment.

Proud member of the Disability Confident employer scheme

Executive Assistant

• 12 months contract
• Hybrid work arrangement (3 days per week in office)
• Work location: Suntec
• Can start immediately

Our Client

• Our client is one of the leading IT enterprise cloud computing company
• Ranked as Fortune "100 Best Companies to work for"

The Opportunity

• Calendar management - coordinate internal and external meetings including but not limited to team meetings, full staff meetings, all-hands meetings, off- site meetings, one-on-one meetings etc.
• Drafting communications to the team, and stakeholders of the marketing organisation.
• Assisting with key reporting requirements for the business
• Expense submission & reporting.
• Maintaining organisation charts and email & slack distribution groups.
• Assist with food orders, luncheon planning, etc.
• Visa and travel arrangements (domestic and international).
• Attendance at key meetings and taking minutes and actions
• Coordination of onboarding schedule for new hires joining the team.

Your Background

• 5+ years of applicable administrative experience
• Organize, prioritize and coordinate multiple work activities with the ability to meet deadlines.
• Proven ability to manage projects, work under pressure and consistently make deadlines
• Flawless execution of administrative activities, with high attention to detail, organization and process
• Use initiative and judgment within established guidelines.
• Strong teamwork skills; and a strong ability to offer suggestions and improvements to process and work effectively with all personalities
• Strong communication -- oral and written
• Strong relationship management skills
• Ability to be flexible in response to changing priorities and needs
• Demonstrated ability and willingness to continuously acquire new competencies and accept new challenges
• Strong Google Productivity suite skills

Desired Skills:

• Degree preferred but not required
• Previous experience supporting senior management
• Previous experience working in a marketing agency or department
• Experience managing remote working relationships.
• Salesforce systems experience
• Experience working with Gmail / G-calendar / G-sheets / Slack / Quip would be advantageous but is not essential

Interested parties please click "Apply Now" or contact May Anne Ramos (EA Reg no: R1110127) at mayanne.ramos@peoplebank.asia for more information.
Peoplebank Singapore Pte Ltd, EA Licence Number: 08C5248.

Quant Matter is a quantitative-based trading firm that specializes in crypto market-making and multi-asset trading, such as futures, stocks, commodities, forex and cryptocurrency. Our team focuses on developing and deploying high-quality quantitative-based strategies and predictive signals (alpha) and trading on global financial markets with the goal of achieving a sustainable long-term investment objective.

We are seeking a proac.ve and highly organized Executive Assistant to provide comprehensive support to our Founder. This is a unique opportunity for a motivated individual who is willing to go above and beyond, including traveling overseas as needed, to assist the Founder in managing various aspects of the business.

The ideal candidate should have a strong desire to learn and grow within the company, as there is potential for this role to evolve into a more substantial leadership position.

What You Will Do:

• Sales Support: Assist in managing client relationships by coordinating meetings, preparing sales pitches, tracking communication, and following up with prospective and existing clients.
• Executive Support: Provide high-level administrative and daily tasks support to Founder during clients interactions.
• Create briefing materials, develop agendas, and craft presentations to ensure the Founder is thoroughly prepared and informed.
• Travel: Be willing to travel both domestically and internationally as required.
• Documentation: Assist in drafting and editing documents, reports, and emails.
• Project Assistance: Collaborate with the Founder on various projects to ensure deadlines are met.
• Learning and Development: Be open to training and mentorship from the Founder.
• Business Management: As the role progresses, be prepared to take on increasing responsibilities in the management of certain aspects of the business.

Our Ideal Candidates Would Have:

• Proven experience as an executive assistant or in a similar administrative role.
• Class 3A driving license - might require to drive if the driver is unavailable.
• Exceptional organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Willingness to travel both domestically and internationally.
• Ability to maintain confidentiality and exercise discretion.
• A positive and proactive attitude with a strong desire to learn and grow.

What else are waiting for you?

• Competitive salary package
• Join the forefront of financial technology and make a meaningful impact
• Exciting career advancement prospects within a thriving organization
• Engage with a passionate and collaborative team
• Experience a supportive and familial work environment
• Enhance your technical skills and deepen your knowledge of capital markets
• Embrace a diverse and multi-cultural workplace

Does Quant Matter sound like the place you want to work? Apply for a job today.

What you do today will determine your tomorrow!

The following are the duties of this position at the GS-12. If you are selected at a lower grade level, you will have the opportunity to learn to perform all these duties, and will receive training to help you grow in this position.

As an Executive Assistant, you will:

• Perform specialized duties with continuing responsibility for processes, projects, questions and problems within the Office of the Assistant Secretary for Community Planning and Development.
• Develop, analyze, and make recommendations to improve the effectiveness of administrative work methods and procedures, including distribution of work assignments, delegations of authority, management controls, information and documentation systems, and similar functions of management within the Office of the Assistant Secretary for CPD.
• Gather data, identify discrepancies or omissions, prepares reports, and takes actions or make recommendations to resolve discrepancies consistent with normal practice, based on interpretation and adaptation of application guidelines, or selection and or development of alternative approaches to satisfy desired outcomes.

Together we make a difference, develop and learn, and support each other. Every day with us is different, but our mission remains the same: helping the people we support celebrate along the road to a brighter future.

• Supporting with project management by tracking deadlines and deliverables, ensuring projects are completed in time.
• Developing and maintaining professional relationships with stakeholders both internal and external.
• Undertaking analysis of data, extracting insights from reports and compiling into presentations and other documents.
• Managing the Chief Executives/People & Culture Director’s calendar, scheduling meetings, appointments and travel arrangements.
• Preparing and organising documents for meetings including agendas and presentations. Taking minutes during meetings and distributing to relevant parties.
• Adopting a growth mindset, identifying opportunities for personal development.

• Qualification level 4 or above in a business-related field
• Excellent verbal and written communication skills and can produce reports
• Excellent organisational skills. Can negotiate and prioritise to meet needs.
• Good level of computer literacy including all Microsoft Office Applications and competent user of Excel and PowerPoint.
• Able to work to deadlines and prioritise own workload.

Benefits

• Annual Leave 27 day holiday plus 8 days bank holidays rising to 30 after 5 years, 33 days after 10 years
• Generous pension scheme and death in service benefit , up to 7% company pension contributions and up to 6 x basis salary death in service
• Occupational sick pay and family friendly policies including enhanced maternity, paternity and adoptive leave.
• Reward and Discount platform offering discounts at high street shops, travel, insurances etc.
• Eligibility to apply for Blue Light card
• Proud to be a real living wage employer
• Refer a friend scheme, be rewarded for recommending a friend to work with us
• Comprehensive training and development opportunities, including apprenticeship qualifications
• Long service awards including cash gifts and extra holiday.
• Promotion of Wellbeing across the organisation including Mental Health First Aiders offering wellbeing support from trained colleague and free weekly yoga session in person or online
• Access to our Employee Assistance Programme for you and adults at your home

Alongside an incredible team of like-minded peers, you’ll be working behind-the-scenes to support our staff, volunteers, families, and supporters.

You will be helping our work happen across the charity; enabling us to care for and champion the rights, needs and ambitions of the people we support.

The Executive Assistant is responsible for providing administrative support to one or more executives, performing day-to-day tasks such as coordinating diaries, preparing materials for meetings, organizing and managing data, and serving as a liaison with other departments. A valuable asset to the executive team, the Executive Assistant is expected to communicate effectively, display a strong sense of professionalism, resourcefulness, and the highest degree of confidentiality.

• Primary support for the West Offices
  • Including all the associated assigned tasks
  • Office spreadsheet data (Teams)
  • Act as liaison between FM and landlords re: payments, etc.
  • Supplier onboarding process
  • Supplier invoicing and follow-up
  • PO creation as needed
• Occupancy Reporting for West
  • Review and distribute weekly West Occupancy Report
• Sustainability Reporting for West
  • Data collection site utility invoices for the West offices and enter into the West Region spreadsheet
• Parking and Storage for all West Offices
  • Data collection of site parking and storage costs and enter in the West Region spreadsheet
  • Submit ZAP forms
• Iron Mountain for Americas
  • Code and/or ensure all invoices are set up with proper regional PO number in Coupa and process via Coupa
• Safety Incident Reporting
  • Maintain the Safety Incident Reporting spreadsheet on a monthly basis for the RFM’s to enter follow up notes

Job Role: Executive Assistant
Job Type: Full Time
Location - Vishal Nagar, Pune

About Us:
We are seeking a dedicated and efficient 'Executive Assistant' to provide comprehensive administrative support. The successful candidate will play a pivotal role in ensuring the smooth operation of our organization by effectively managing tasks, coordinating schedules, and maintaining open communication channels. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment. The ideal candidate must have excellent English communication.

Key responsibilities:
1. Manage and maintain 'executives' calendars', and schedule appointments, meetings, and conferences.
2. Attend and coordinate Zoom/online meetings.
3. Prepare and organize documents, presentations and take minutes during meetings, and distribute summaries to relevant stakeholders.
4. Handle incoming communication, including emails, calls, and correspondence, and respond or redirect as necessary.
5. Assist in managing and tracking expenses, invoices, and budgets.
6. Maintain an organized filing system of paper and electronic documents.
7. Uphold a strict level of confidentiality.
8. Organize and coordinate travel arrangements, including bookings and itineraries, for both domestic and international travel.
9. Conduct research and gather data for various projects and reports.
10. Identify and liaise with vendors, negotiating contracts and ensuring timely delivery of services.

• Proven experience as an Personal assistant or in a similar administrative role is needed
• Excellent communication and interpersonal skills, with the ability to interact with people at all levels of the organization are desirable.
• Exceptional organizational and time management skills are needed.
• Proficiency in business analytical tools/software, including Microsoft Office, Google Workspace, and scheduling tools is needed.
• Detail-oriented with a focus on accuracy and quality is needed.
• Ability to handle sensitive and confidential information with integrity is required.
• Experience in project management is a plus.
• Previous experience in handling travel arrangements and event coordination is advantageous.
• Fluency in English is a must.
• The ability to multitask and prioritize daily workload is required.