Executive Assistant

Hannay Douglas Pty Ltd; Brisbane; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Full-time position

Office-based Rocklea site

Direct MD exposure

Onsite parking

Job summary

Hannay Douglas Pty Ltd, a leader in exporting fresh fruit and vegetables, is seeking an Executive Assistant in Rocklea. You will support the Managing Director with calendar management, travel planning and day-to-day administration to keep the business on track.

You will coordinate information across internal teams and external stakeholders, prepare reports and documents, and assist with trading administration for exports when needed.

Qualifications

• Strong administrative skills and ability to manage a busy workload.
• Excellent organisational skills and ability to meet deadlines.
• High attention to detail and accuracy.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Clear written and verbal communication.
• Self-motivated with initiative and reliability.

Responsibilities

• Manage MD's calendar, appointments and travel arrangements.
• Monitor emails and ensure follow-up of actions.
• Prepare and maintain spreadsheets, reports and documents.
• Coordinate information with internal teams, customers and suppliers.
• Support trading/export administration tasks and export documentation.

Skills

Administrative Skills

Organisational Skills

Communication Skills

Proactive Attitude

Independent Work

Microsoft Office

Tools

Microsoft Office

Job description

Are you a highly organised administrator who enjoys keeping things on track, managing competing priorities and making sure nothing falls through the cracks?

Hannay Douglas is a leader in the export of fresh fruit and vegetables to international markets. We are looking for a capable, proactive and detail-oriented Executive Assistant to join our small team based in Rocklea.

Working directly with our Managing Director, you will play an important role in keeping day-to-day business activities organised, coordinating information and ensuring tasks and communications are followed through.

This is a hands-on, varied position where strong administrative skills are essential. You will also provide support with the trading side of our business, primarily through coordinating information and following up with customers, suppliers and other stakeholders.

Previous experience in exports or fresh produce is not required. We are looking for someone with the right administrative skills, attitude and willingness to learn. We can teach you the industry-specific processes.

What you'll be doing

Your primary focus will be providing reliable, efficient administrative and organisational support to the Managing Director.

Your responsibilities will include:

• Managing calendars, appointments, travel arrangements and day-to-day administrative priorities.
• Monitoring emails, managing correspondence and ensuring enquiries and outstanding actions are followed up promptly.
• Preparing, updating and maintaining spreadsheets, reports, records and business documentation.
• Coordinating information and communicating with internal teams, customers, suppliers and other stakeholders.
• Keeping track of deadlines, outstanding tasks and key business activities to ensure nothing is overlooked.
• Preparing and proofreading correspondence, presentations and other business documents.
• Maintaining accurate information and ensuring documentation is completed correctly and on time.
• Assisting with the preparation of reports, forecasts, costing information and expense records.
• Supporting the development and maintenance of business procedures and administrative processes.
• Assisting with general business projects and other administrative tasks as required.

Trading and export administration support

As part of your role, you will also assist the Managing Director with the administrative and coordination aspects of our fresh produce trading activities.

This will primarily involve:

• Following up with growers, customers, importers and other stakeholders to obtain information and updates.
• Coordinating information relating to produce availability, seasonal requirements, pricing and deliveries.
• Maintaining trading records, load sheets and other export-related documentation.
• Liaising with shipping lines and freight forwarders to obtain information and coordinate requirements.
• Assisting with customer communications and ensuring information is passed on accurately and promptly.

You won't be expected to come into the role with trading or export knowledge. These processes can be learned, and you will be supported as you develop your understanding of the business.

About you

We are looking for someone who genuinely enjoys administration, takes pride in their work and can be relied upon to keep things organised and moving.

You will bring:

• Strong administrative skills and the ability to manage a busy and varied workload.
• Excellent organisational skills, with the ability to prioritise tasks and meet deadlines.
• High attention to detail and a commitment to accuracy.
• Confident computer skills, particularly with Microsoft Office, including Outlook, Word and Excel.
• Strong written and verbal communication skills.
• A proactive approach to following up tasks, obtaining information and keeping people informed.
• The ability to work independently, use initiative and anticipate what needs to be done.
• Confidence communicating with customers, suppliers and internal stakeholders.
• Flexibility and the ability to adapt when priorities change.
• A positive attitude and willingness to learn new systems, processes and industry-specific requirements.
• Most importantly, you will be someone who takes ownership of your responsibilities, follows through on commitments and enjoys supporting others to get things done.
• Exposure to exports, logistics, fresh produce or trading administration would be an advantage, but is certainly not essential.

Applicants must be eligible to obtain Aviation Security (ASIC) clearance.

What we offer

• A full-time, office-based position at our Rocklea site.
• The opportunity to work directly with the Managing Director and a small, experienced team.
• A varied position where your administrative and organisational skills will be valued.
• The opportunity to learn about international trade and the fresh produce export industry.
• Onsite parking and a location less than a 15-minute walk from Rocklea train station.
• Due to the nature of the role and its onsite requirements, applicants living within approximately 30 minutes of Rocklea are preferred.