Executive Assistant to Managing Director

Ultradata; City of Melbourne; On-site; AUD 85,000 - 110,000; Full time

Job summary

Ultradata is seeking an Executive Assistant to support the Managing Director in our Malvern East, Victoria offices. This permanent, full-time, onsite role combines exceptional organisational skills with extensive office administration experience to enable the MD to focus on strategic priorities.

You'll coordinate meetings, travel, invoices and records; produce agendas and minutes; handle confidential matters with discretion; and assist with events and building management.

Qualifications

• Proven experience as an EA or Senior Administrator to a CEO/MD.
• Exceptional interpersonal skills with all levels.
• Discretion and sound judgement with confidential matters.
• Strong organisational skills and attention to detail.
• Ability to work independently with minimal direction.
• Flexible with working hours to meet deliverables.

Responsibilities

• Organise meetings with internal and external stakeholders.
• Provide full administrative support including travel, invoices, sourcing quotes, filing and records management.
• Co-ordinate and reconcile monthly credit card statements and expenses.
• Respond to phone calls, correspondence and emails and take appropriate action.
• Co-ordinate agendas and reports for Board and leadership meetings, and other meetings as required.
• Provide timely secretarial support, including minute-taking, and related administrative support to meetings.

Skills

Executive support

Discretion

Interpersonal skills

Organisational skills

Independent worker

Discretion & judgement

Stakeholder communication

Microsoft Office

Education

Tertiary level education

Tools

Microsoft Office Suite

Job description

Executive Assistant to Managing Director

• Unique opportunity to support the Managing Director of a highly successful technology company with an international footprint
• Combine your exceptional organisational skills with your deep experience in office administration and capacity to juggle the priorities of the most senior leader in the business
• Sophisticated corporate office environment located in Malvern East, Victoria
• Permanent, full-time, onsite role.

About the Company

Ultradata is a trusted technology business partner to significant financial institutions across the Australian and Asia Pacific financial services market. A long-established business with 49 years’ experience, Ultradata has successfully completed thousands of technology projects across a portfolio spanning core banking, funds management, consumer finance, lending, and an array of digital and online services. Its vision is to be the premier provider of innovative software technology solutions and professional services, unrivalled in the finance industry.

Is this the next step for you?

With your significant depth of experience, you will come well-equipped to provide a range of administrative and executive support to ensure the efficient running of all day-to-day activities and competent planning of occasional events. You will work independently, maintain confidentiality and build highly trusted relationships across the organisation. You may also provide administrative support to other senior executives as required, and play a key role in managing the corporate headquarters building, including liaising with the residential tenancy agent given the building also includes a number of residential apartments.

Specific responsibilities will include:

• Organise meetings with internal and external stakeholders (however, you will not be managing the Managing Director's diary/calendar as he is highly self-sufficient in this area)
• Provide a full range of administrative support services, including travel arrangements, invoice management, sourcing quotes, filing and records management, mail and photocopying
• Co-ordinate and reconcile monthly credit card statements and expenses
• Respond to phone calls, correspondence, emails and initiate action as appropriate. Help to ensure staff can reach executives when they need to
• Co-ordinate the compilation, production and distribution of agendas and reports for various Board and leadership meetings, and other meetings as required
• Provide timely, efficient secretarial services, including minute-taking, and related administrative support to meetings and other forums as required
• Plan and coordinate events and functions, including catering as requested
• Provide support and guidance to the Receptionist as necessary, and if required, cover reception duties to ensure business continuity
• Maintain the register of defects in relation to the head office building, and liaise with builders, maintenance manager and trades to rectify defects and maintenance issues
• Co-ordinate the day-to-day requests of the agent responsible for managing the residential tenancies in the building, and action them, in association with the MD
• Prepared to intermittently attend the office earlier to provide access to tradespeople
• Other administrative support or projects as requested by the MD.

The ideal candidate:

• Tertiary level education
• Proven experience as an EA or Senior Administrator to a CEO or MD
• Exceptional skills in dealing confidently and courteously with people at all levels
• A natural ability in building rapport and relationships
• Capacity to maintain a high level of discretion and exercise sound judgement in dealing with sensitive and highly confidential matters
• Strong organisational skills, attention to detail and capacity to successfully manage competing priorities
• Capacity to work independently with minimal direction
• Ability to pre-empt and effectively manage tricky situations
• Willingness to be flexible in working hours to achieve set deliverables
• Professional dress standards
• Proficient in the use of the Microsoft Office Suite (Word, Excel and Powerpoint)
• Prior experience coordinating building management activities would be an advantage
• Prior experience in taking and preparing minutes