EXECUTIVE ASSISTANT

AllCert Pty Limited; Sydney; On-site; AUD 90,000 - 120,000; Full time

Job summary

AllCert Pty Limited in Sydney is seeking an experienced Executive Assistant to support the Director. The role covers diary management, correspondence, travel, invoicing and general office administration.

Successful candidates will have several years in a similar role, demonstrate discretion with commercial information, and be proficient in Microsoft Office, Outlook and Excel. The position is based at our Rhodes office, full-time.

Qualifications

• Several years as an Executive Assistant, Personal Assistant or senior administrator to a director, partner or principal.
• Discretion and ability to handle commercial, client and staff information.
• Strong written English, as correspondence is issued under the Director's name.

Responsibilities

• Managing the Director's diary, appointments, site visits and travel.
• Managing the Director's inbox and flagging what he needs to deal with himself.
• Drafting letters, emails and reports for the Director to approve.
• Preparing fee proposals and engagement letters from his instructions, and following up on acceptance.
• Arranging meetings, preparing the papers beforehand and following up afterwards.
• Keeping project files, registers and records up to date.
• Following up outstanding documentation from clients, consultants and councils.
• Assisting with invoicing and general office administration.

Skills

Diary management

Discretion

Prioritization

Written English

Tools

Microsoft Office

Outlook

Excel

Job description

AllCert is seeking an experienced Executive Assistant to support the Director. The office is small, so the role covers more than diary and correspondence.

Key responsibilities

Managing the Director's diary, appointments, site visits and travel

Managing the Director's inbox and flagging what he needs to deal with himself

Drafting letters, emails and reports for the Director to approve

Preparing fee proposals and engagement letters from his instructions, and following up on acceptance

Arranging meetings, preparing the papers beforehand and following up afterwards

Keeping project files, registers and records up to date

Following up outstanding documentation from clients, consultants and councils

Assisting with invoicing and general office administration

About you

Several years as an Executive Assistant, Personal Assistant or senior administrator to a director, partner or principal

Discretion and ability to handle commercial, client and staff information

Strong written English, as correspondence you draft goes out over the Director's name

Accurate work and good attention to detail

Able to sort out your own priorities and get on with it

Microsoft Office, including Outlook and Excel

Experience in building certification, construction, engineering, legal or another professional practice is an advantage

About us

AllCert is a building certification and building code consultancy based at Rhodes. We issue Construction Certificates, Complying Development Certificates and Occupation Certificates, and prepare BCA, accessibility and fire safety reports. Our clients are builders, developers and architects, and we work on retail, industrial, residential and healthcare projects across New South Wales.

Salary based on experience, discussed at interview

A full time permanent position based at our Rhodes office, close to Rhodes station

Working directly with the Director

A small office rather than a large corporate team