JOB SUMMARY

We are seeking a highly organised and proactive Executive Assistant to support our Managing Partner and Founding Partner at a dynamic consulting firm. This critical role involves managing complex calendars, coordinating meetings, and providing comprehensive administrative support to ensure the smooth operation of our leadership’s daily activities. The ideal candidate will have extensive experience in an executive support role, demonstrating exceptional organizational skills, proficiency in various project management and CRM tools, and the ability to handle sensitive information discreetly.

REQUIREMENTS

Proven experience as an Executive Assistant, particularly in a consulting or professional services environment.
Exceptional organizational and time-management skills, with the ability to manage multiple and competing priorities.
Proficiency in Microsoft Office, project management tools like Monday.com, and CRM systems.
Strong communication and interpersonal skills, with the capability to handle confidential information with discretion.
Demonstrated resilience and adaptability in managing unforeseen challenges and changing priorities.

EDUCATION

A bachelor’s degree in Business Administration, Communication, or a related field is highly regarded but not mandatory.
Time Zone: Australian Business Hours
Applicant Location: Must be Filipinos living in the Philippines

Calendar and Meetings Coordination
Manage and coordinate calendars for the Managing Partner and Founding Partner, aligning meetings and events with strategic priorities.
Schedule and organise meetings, including distributing agendas, preparing meeting materials, taking minutes, and tracking action items.
Ensure efficient utilization of shared office spaces and coordinate timing between various partner calendars.
Time Management Support
Assist in managing timesheet entries and other administrative tasks to ensure accurate and timely billing processes.
Project and Administration Support
Set up and maintain project documentation and administration activities in IGS systems/applications.
Provide support during operational and client-facing meetings, including taking detailed minutes and distributing relevant documents.
Communications Management
Serve as a communication liaison between Partners, staff, and external contacts, facilitating seamless information flow.
Assist in the preparation of handover videos from Partnership to Service Delivery Team and support the development of client engagement strategies.
Documentation, Task Administration, and Reporting
Create and maintain essential documents, integrate feedback, and manage updates within project management and CRM systems.
Generate and distribute reports based on established templates to support operational and strategic decisions.