High-Level Administrative Assistant
5 days ago
About Zutari
">We co-create engineering solutions that have a positive impact and improve people's lives.
Zutari values inclusion and recognises the importance of a diverse, talented workforce, believing that people need other people to succeed.
We employ people with the right attitude and a positive mindset, who are motivated by doing the right thing, getting things done and share a sense of urgency.
People who have an impact in our teams and broader community. People who think differently and connect with those around them to co-create new opportunities and leave a meaningful legacy.
About the Role
The Executive Assistant will provide high-level administrative and strategic support to the executive, ensuring seamless coordination of daily operations and priorities.
This role requires exceptional organisational skills, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment.
The Executive Assistant will be responsible for managing the executive's calendar, scheduling meetings, coordinating travel, and handling all forms of communication with professionalism and discretion.
Key Responsibilities
- Calendar & Meeting Management
- Manage and organise the executive's calendar, scheduling appointments, meetings, and conferences.
- Plan and prepare for meetings, including agenda creation, document preparation, and logistical arrangements.
- Attend meetings, when necessary, take minutes, and follow up on action items to ensure deadlines are met.
- Travel & Expense Coordination
- Coordinate all necessary travel arrangements, including flights, accommodation, and transport.
- Handle related expense management, including processing reimbursements and tracking expenditures.
- Communication & Correspondence Management
- Handle incoming and outgoing correspondence, including emails, phone calls, and other forms of communication.
- Prioritise and respond to messages on behalf of the executive when necessary.
- Prepare and distribute relevant correspondence, reports, and documents.
- Document & Information Management
- Collect, organise, and maintain important documents, files, and records.
- Retrieve and present information as required for decision-making and reporting purposes.
- Stakeholder & Relationship Management
- Build and maintain positive working relationships with internal and external stakeholders, including staff, clients, and partners.
- Act as a liaison between the executive and other individuals or departments.
- Collaborate with cross-functional teams to ensure effective communication and coordination.
- Project Coordination & Support
- Assist with the coordination and management of various projects or initiatives.
- Conduct research, analyse data, and prepare reports to support business objectives.
- Monitor project progress and ensure key milestones are met.
- Administrative & Office Support
- Manage office supplies, filing systems, and general administrative tasks.
- Process expenses and handle administrative functions related to financial transactions.
- Provide administrative support on finance-related tasks and systems on behalf of the executive.
- Ad Hoc & Special Projects
- Assist with any additional requests or special projects as required.
- Demonstrate flexibility and adaptability to meet the evolving needs of the executive and the organisation.
What We Offer
- A dynamic and inclusive work environment.
- Opportunities for growth and development.
- A competitive salary and benefits package.
How to Apply
Please submit your application, including your CV and a cover letter, to us via email.
We look forward to hearing from you.
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