Executive Assistant
- 1. Executive Assistant to the Supply Chain Director and General Counsel of Australia and New Zealand.
Provide an accurate and efficient level of administration support to the Supply Chain Director and General Counsel of Australia and New Zealand. Supporting high-profile requests whilst ensuring decisions, meetings and information is prioritised, progressed and received across the multiple disciplines of the business.
ResponsibilitiesDiary coordinationWeekly meetings with the Supply Chain Director and General Counsel to discuss the upcoming meetings and completion of tasks.Screening calls and responding to enquiries in a timely mannerOrganising agendas for international visitorsCoordinating complex meetings across multiple time zonesArranging meeting rooms, video conferences and conference callsExpense reportsPurchase requisitionsPreparing / coordinating key meetings with various people across the businessFilingExercising appropriate discretion with confidential and sensitive informationMaintaining an effective follow-up system to ensure deadlines and work commitments is metOther projects as requested2. Administration Support to the Supply Chain and Legal TeamProvide an accurate and efficient level of administration support to the Supply Chain and Legal Teams.
ResponsibilitiesArranging meetingsArranging meeting rooms, video conferences and conference callsOrdering stationery and other supplies.Ordering cateringCoordinating monthly staff product ordersRaising purchase requisitionsSAP invoice approvalOrganisational Charts for Australia and New ZealandOrdering business cards and desk name platesFilingPostOrganising travel and accommodationCSL and Stock Inventory ReportsOther ad hoc dutiesProvide central reference and resource for all KCA American Express matters.
ResponsibilitiesSet up new American Express members in SAPProvide database maintenanceBe key KCA contact for American Express4. Travel BookingsBooking and coordination of all travel arrangements for the Supply Chain Director and General Counsel of Australia and New Zealand and Supply Chain and Legal teams.
Booking travel online and / or through our travel provider for both domestic and international requirements.
Providing each traveller with sufficient and appropriate information including all approval documentation for expense purposes.
Arranging travel visas, if necessary.
ResponsibilityTo ensure each member is fully aware of all travel arrangements and has been provided with all relevant documentation.Person Specification _Skills, qualifications, experience and personal attributes)_EssentialMandatory to ensure the job is done effectively and efficiently_Strong planning and organisational skillsAccuracy and attention to detailInitiative and problem solving abilitiesEffective communication skillsAdvance level of skill with MS Word, Excel, Outlook, PowerpointExperience in managing travel bookingsOne-KC Behaviours_Build TrustCommunication
Make DecisionsPlanning and Organising
Win ConsistentlyTaking Ownership
Think CustomerBuilding Customer relationships Initiating Action
Continuously ImproveBuilding effective work relationships Adaptability
Build TalentContinuous Learning
Global VISA and Relocation SpecificationsPrimary LocationNorth Sydney OfficeAdditional LocationsWorker TypeEmployeeWorker Sub-TypeRegularTime TypeFull time