Executive Administrative Assistant, APAC

at  Palladium Group Inc

The Executive Administrative Assistant will support the following:

Executive assistance - 50%

• Actively build sound professional relationships with all internal and external stakeholders, and be pro-active and proficient in stakeholder engagement
• Manage the MD’s calendar and meetings efficiently, pro-actively and in entirety; including detailed forward planning
• Co-ordinate and book meetings between multiple stakeholders, including external clients and internal colleagues and ensure meeting documentation is prepared on time and to a high quality
• Draft complex reports, presentations, proposals, contracts, letters/correspondence, and/or other written documentation on behalf of the MD
• Accurately, pro-actively and efficiently assess inward correspondence and communications to determine most appropriate action by self or others to minimise matters for MD attention
• Use initiative and judgment to attend to matters during the MD’s absence as authorised and ensure the smooth running of the office
• Ensure all financial reports, forecasts and proposals are prepared by relevant stakeholders and ready for review by the MD on a timely basis
• Check accuracy of contracts, contract amendments, reports, and agreements submitted to the MD
• Assist in the preparationof speeches and presentationsfor the MD’s speakingengagements
• Handle issues of a sensitive nature and maintain confidentiality and discretion

Office management & administration – 50%

• Lead and contribute to maintaining a positive workplace culture in the office, working closely with the other office administrators, HR and senior leaders to enable staff to thrive
• Prepare agendas, papers and minutes for key meetings; and ensure appropriate follow up in relation to all action items
• Management and booking of MD and Directors travel as required including complex multi destination itineraries
• Proactively manage the expense claim and credit card acquittal process for the MD and other Directors as required, ensuring timely and accurate submission of claims in line with global finance policy
• Organise and oversee facilities, office and kitchen supplies to ensure the Canberra office is fully equipped to enable staff to undertake their work efficiently and without disruption; in conjunction with the Office Manager, Brisbane
• Support research and data analysis on various corporate initiatives when required
• Organise functions for the Canberra office as required for both internal and external events in conjunction with the Office Manager, Brisbane