JOB OVERVIEW
As ExecutiveAssistant, you will be a trusted advisor and expected to support multipleC-suite executives, proactively and effectively within the business. To besuccessful in this role, you will be expected to understand the business, anddemonstrate a high level of business acumen and exceptional organisationalskills which will contribute to seamless day-to day operations. With your priorexperience, you will bring Executive Assistant best practices into themanagement team and will be responsible for the day-to day operations of theexecutive management function.
DUTIES AND RESPONSIBILITIES
- Management and coordination of diaries and agendas for executives’ and team meetings
- Maintenance of executives’ calendars and systematic management of email inbox/es with strong understanding of executives’ priorities
- Full responsibility for day-to-day operations of the executive management function
- Minute taking for meetings and systematically follow-up on actions
- Manage inbound and outbound queries with external stakeholders, writing error-free, eloquent emails
- Oversee sales operations, CRM upkeep, manage and improve operations with process and tooling (i.e. integrations, automations, etc.)
- Create and oversee internal administration process and systems upkeep
- Proactively source sales meetings with potential clients and set appointments
- Document current processes and identify opportunities to streamline and optimize
- Maintain hygiene and quality of data capture and storage
- Support management team with any operational tasks necessary to provide excellent customer experience
- Support in tool adoption across the management team
- Organisation of functions, events, and other ad hoc celebrations throughout the year
- Coordinate travel and accommodation requirements.
- Maintain confidentiality and use a high degree of discretion
- Be professional/courteous/polite in all communications. o Raise emerging issues, concerns, or areas of opportunity that affect clients’ experience and/or the effectivity and efficiency of processes.
- Maintain a high level of quality and efficiency on all tasks managed by observing best practice and utilizing available tools.
- Ensure attendance, participation, and cooperation during knowledge transfer sessions and other meetings
- Timely response and execution of deliverables to internal and external stakeholders
QUALIFICATIONS
Product Knowledge
- Bachelor's/College Degree in Business Administration, Management, or other related discipline is a plus, but not required.
- At least 3 years of experience as an Executive Assistant with stakeholder management skills.
- Executive assistant experience with C-level executives previously
- Project management skills are advantageous.
- Strong analytical and computer (primarily Google Suite, Excel, Slack, Whatsapp and Notion) skills.
- Familiarity with Notion, Visible.vc (investor relations platform) and Xero is highly regarded.
- Experience working in financial services, software companies or startups highly regarded.
- Strong oral and written communication skills
- Detail-oriented, always able to provide accurate and high-level quality work.
- Ability to manage multiple priorities while remaining focused on quality and delivery.
- You are exceptionally organized, a master note taker and are proactive in following up on actions to get things done
- Ability to learn quickly and think ahead.
- High level of empathy and mindfulness
- Works collaboratively and as part of a team building genuine relationships.
- Provides systematic and dependable follow-up, as well as a high level of organisation and preparedness.
- Maintains workflow under pressure and in a fast-paced, high-profile work environment.
- Accountability – always following up and staying ahead of the game.
- Ability to think strategically and execute quality output under tight deadline.
- Strong time-management skills and presentation skills
- Hard working and passionate about career and making a difference.
Customer Focus
- Proactively seeks to understand and deliver client needs, expectations, and levels of satisfaction.
- Able to maintain good relationships with clients and other stakeholders.
- Proactively seeks solutions for clients.
- Experience in working with an Australian company is a plus
Top Skills
What We Do
Outsource Solutions For Business hammerjack is an Australian & Philippine owned and operated offshore outsourcing services provider. Headquartered in Sydney with multiple operating offices in Makati, Manila, and Pampanga, Philippines. We specialise in providing dedicated, high performing teams and outsourced services to the global small and midsize business market. Our solutions deliver quality and consistent outcomes and are helping businesses to focus on their core competencies, reduce operating costs and deliver more value to their customers. hammerjack has been a major player in developing the new Knowledge Process Outsourcing (KPO) industry in the Philippines servicing the Australian, U.S.A and U.K markets. Over the last 7 years we have sourced trained and developed top talent focussed on the Finance, Accounting, Bookkeeping, IT and Virtual Assistant services space. Our knowledge and experience in implementing the latest technologies and systems to support the best people has led to continued success for our clients and their remote teams, all while placing information and cyber security at the forefront. Our operating model was born in the enterprise services space and has been specifically developed to cater for the small, midsize market. This experience and collaborative customer approach set business up for success, no matter where they are on their journey. We offer an enterprise level approach to continuous improvement, high performance & quality, and world class customer experience. Our ability to deliver this level of service across multiple lines of business and industry verticals is a product of our investment in people, technology and the governance that sits behind it all.
