KordaMentha
Senior Executive Assistant
To help clients grow and maximise value, protect from financial loss and reputational damage and help recover value in tough times
Administration
Full-time
Office | Melbourne, VIC, Australia
Visa sponsorship · No
Mid Level · A role for someone with some well-developed knowledge and skills they can bring to the role and team. Typically within 2-5 years of experience.
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Why KordaMentha
KordaMentha is an independent advisory firm providing specialist cybersecurity, financial crime, forensic, performance improvement, real estate and restructuring services. We have a team of over 400 specialists across Asia-Pacific with diverse backgrounds – in finance and real estate through to agriculture, law enforcement and the c-suite. We combine unique skills and experiences to deliver fresh solutions to the region’s most complex commercial challenges.
About the role
**Objectives and scope of the position **
- To provide direct assistance to Partners/Consultants and Executive Directors with the daily management of word processing, travel arrangements diary management and general administrative support.
- To provide administrative assistance to the wider teams in the areas of word processing, travel arrangements and general administration.
**Duties and responsibilities ** **1. Executive assistant management **
- Prepare PowerPoint presentations and reports, letters, spreadsheets and various other correspondence for Partners/Consultants and Executive Directors.
- Provide diary management to Partners/Consultants and Executive Directors.
- Co-ordinate meetings for Partners/Consultants and Executive Directors including communicating with VIP/C-suite clients and their Executive Assistants.
- Organise meetings and luncheons for Partners/Consultants and Executive Directors including ordering and setting up of catering (as required), preparing coffees for client meetings, booking meeting rooms, setting up technical support, and phone/video conferencing.
- Organise travel itineraries, including booking travel, accommodation, processing visa and passport requests as required.
- Prepare expense reports for Partners/Consultants and Executive Directors.
- Manage incoming calls, incoming emails (as required) and correspondence, ensuring correspondence is attended to promptly and directed to the appropriate person.
- Organising client functions and marketing events.
- Record marketing activities and events for reporting purposes in CRM.
- Ensuring CRM is up to date on a regular basis for Partners/Consultants and Executive Directors.
- Assist with proactive management of client jobs by reviewing weekly WIP/Debtor reports and providing ad hoc reporting as requested.
- Coordinate and ensure the team completes credential documents when an engagement finishes.
- Work with interstate Executive Assistants to co-ordinate team meetings and events.
- Board liaison and meeting preparation for some key clients.
- Assist Turnaround Management Australia (TMA) with the national conference, along with assistance for national events.
**2. General administration **
- Complete all invoicing, including creation of WIP reports and completion of necessary forms.
- Central point of contract for contractors working on client jobs within the team, including travel coordination and input of weekly timesheets.
- Assist with group projects and research requests as required.
- Assist in the photocopying and binding of reports and documents.
- Primary contact for document finishing, including securing and pdf-ing for the team.
- Assist in the preparation of mail outs, co-ordinate with staff and/or external printers.
- Prompt ordering of ASIC and document searches via the search service desk.
- Prompt creation of WIP reports via internal Practice Management system.
- Other specific service line tasks that are required by the team.
- Back-up support to other Executive Assistants and Office Support team members.
- Reception relief on an adhoc basis as required.
**Qualifications and experience/skills required **
- Excellent telephone manner.
- Well presented.
- Client service oriented.
- Exceptional organisational skills.
- Ability to interact in a professional manner at all times.
- PC literate including advanced Microsoft Office (Word, Excel, PowerPoint and Outlook).
- Confident in multiple technology systems including CRM, SharePoint and video conferencing.
- Ability to multi-task, manage and achieve multiple deadlines.
- Ability to work well under pressure.
- Ability to manage areas of responsibility and take initiative.
- Ability to work independently as well as part of a busy and dynamic team.
- Desire to take ownership of tasks assigned.
- Strong verbal, interpersonal and communication skills.
- Accurate spelling and typing.
- Reliable.
- Flexibility, in relation to working hours, as well as being able to change priorities and tasks as required.
- Attention to detail.
- Proactive.
- Ability to adopt a ‘hands on’ approach.
What you'll be responsible for
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Office and Team Coordination
Coordinate the smooth and effective day-to-day administrative operations of an office or team
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Diary Management
Track, manage, and prioritize the daily movements for business leaders to achieve the organization’s goals effectively
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Inbox Management
Track, prioritize, and action a leader’s email inbox to increase their overall productivity and efficiency
Skills you'll need
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Social skills
Behaves and communicates effectively in different social situations and with a variety of different people
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Flexibility
Copes with changes and ambiguity in varying circumstances and can adapt behaviour effectively
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Attention to detail
Accurately identifies and rectifies discrepancies or errors that exists in information and deliverables