**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.