Executive Assistant to the Managing Director

behind closed doors; Adelaide; Hybrid; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Hybrid work (2 days WFH)

Networking opportunities

Professional development

Birthday day off

Job summary

Behind Closed Doors (BCD) and Bottom Line are leaders in Leadership Development, Coaching and Mentoring. An experienced Executive Assistant is sought to support the Managing Director across two companies, liaising with clients and suppliers and delivering high-level administrative support.

You will manage calendars, prepare proposals and correspondence, coordinate coaching sessions, process invoices, arrange travel, and maintain SharePoint records.

Qualifications

• Tertiary qualifications in Administration or related field.
• Proven experience as an Executive Assistant in a fast-paced environment.
• Excellent communication and organisational skills.
• Strong interpersonal and presentation abilities.

Responsibilities

• Liaise with clients and stakeholders on behalf of the Managing Director.
• Prepare proposals, reports and documents for approval.
• Manage the Managing Director's calendar and appointments.
• Prepare proposals, presentations, letters and emails.
• Coordinate coaching and mentoring sessions.
• Create client invoices for coaching and events.
• Arrange travel for the Managing Director and General Manager.
• Manage the Managing Director's emails.
• Coordinate activities for Boards where the MD is a Director.
• Oversee office and meeting room bookings, including catering.
• Maintain client/supplier database and agreements (SharePoint).
• Present professional materials to external parties.
• Manage office supplies and inventory.
• Assist with event management as needed.
• Maintain records on SharePoint.
• Handle client administration tasks with accuracy and timeliness.
• Support the team in managing relationships with clients and external stakeholders.
• Coordinate IT setup and onboarding for new employees.

Skills

Administrative skills

Calendar management

Communication

Interpersonal skills

Education

Tertiary qualification in Administration

Tools

SharePoint

Job description

We are seeking an experienced Executive Assistant to support our Managing Director to join our supportive team at Behind Closed Doors (BCD) and Bottom Line, leaders in Leadership Development, Coaching and Mentoring.

Why You'll Love Working With Us:

• Supportive and collaborative team: Be part of a dynamic and collaborative work environment.
• Make a difference: Enjoy the impact you have every day in a meaningful role.
• Dynamic environment: Thrive in a fast-paced and stimulating workplace.
• Flexible working arrangements: Hybrid working arrangements with two days WFH.
• Great benefits: Networking opportunities, continued professional development, and a day off on your birthday!

About Us:

Bottom Line and Behind Closed Doors specialise in leadership and professional development through:

• Behind Closed Doors (national businesswomen’s membership)
• Executive Coaching and Mentoring
• Directors Network (Board Directors membership)
• Financial Education for Women Program (FEW)

About the Role:

We have an excellent opportunity for a skilled Executive Assistant to join our team. You will play a key role in liaising with clients and suppliers for both companies, providing top-tier support to our Managing Director.

Key Responsibilities:

• Client and Stakeholder Liaison: Assist and liaise with clients and stakeholders on behalf of the Managing Director.
• Document Preparation: Prepare proposals, reports, and documents for the Managing Director’s approval.
• Professional Assistance:
• Manage the Managing Director’s calendar and appointments.
• Prepare proposals, presentations, letters, and emails.
• Coordinate coaching and mentoring sessions.
• Create client invoices for coaching and events.
• Arrange travel for the Managing Director and General Manager.
• Manage the Managing Director’s emails.
• Board Coordination: Coordinate activities for all Boards where the Managing Director is a Director.
• Office Management: Oversee office and meeting room bookings, including setting up and catering.
• Database Maintenance: Maintain database for clients, suppliers, and client agreements.
• Public Interface: Ensure professional representation of BCD and Bottomline with industry, government, and community.
• Presentation Support: Prepare presentation materials and speech notes.
• Office Supplies Management: Manage purchasing, inventory, and IT support.
• Event Management: Assist with event management as needed.
• Records Management: Maintain records on SharePoint.
• Client Administration: Manage client administration activities ensuring accuracy and timeliness.
• Team Support: Assist the team in managing relationships with clients, members, and external stakeholders.
• New Employee Setup: Manage IT setup and induction schedule for new employees.

Requirements:

• Qualifications: Tertiary qualifications in Administration or a related field and/or demonstrated business success.
• Skills: Exceptional administrative and organisational skills, high attention to detail, excellent communication, high-level interpersonal and presentation skills.
• Experience: Proven experience as an Executive Assistant in a fast-paced environment.
• Team Player: Demonstrated ability to work effectively within a team to achieve goals.

Remuneration:

Competitive salary based on experience.

Applications close Sunday 11 October unless the role is filled beforehand.Applications will be addressed as soon as they arise.

Join us and be part of a team that empowers individuals and organisations to reach their full potential!