SKILLS AND EXPERIENCE

• Experience in a busy EA role in a professional services firm, with proven skills in successfully working with one or more senior executives, diary and email management, and organising meetings
• Advanced Word, Outlook and Excel skills, intermediate PowerPoint skills
• Excellent oral and written communication skills
• Excellent organisation skills, with the ability to anticipate needs, forward plan and organise others
• Well-developed prioritisation and time management skills while working under pressure
• The ability to remain focused while switching flexibly between tasks and stakeholders
• The ability to seek continuous improvement in delivery of own role, work independently, and use sound judgement to come up with solutions and strategies
• Proven ability to exercise effective judgement and discretion in dealing with confidential and sensitive information
• Electronic filing is a key aspect of our internal systems

ABOUT THE ROLE

To provide high level professional and administrative support to the Directors of Hall Chadwick Melbourne, predominantly the two Equity Directors.

KEY RESPONSIBILITIES

• Manage Directors’ inboxes to filter messages and take action as required, including highlighting for the Director’s urgent attention, responding to emails and forwarding to relevant team members (Email management for the two Equity Directors)
• Extensive diary management for the Directors, including scheduling meetings, booking meeting rooms, accepting/declining meeting requests as appropriate, managing diary conflicts and managing meeting times to prevent overlaps and ensure they aren’t booked back-to-back.
• Ensure Directors are prepared for meetings and events including preparing papers and undertaking research
• Advise reception to organise catering for client/team meetings where required
• Organise and schedule international conference calls with new and existing clients, ensuring relevant team members are kept informed and invited, and that team members meet with the two Directors/ Tax Director prior to client meetings
• Manage all incoming phone calls to the Directors
• Prepare and revise correspondence/ engagement letters for new and existing clients as required by the two Directors
• Process and send invoices to clients
• Organise, plan and book international travel (with the assistance of the travel agent), as well as domestic travel for the whole firm (centralised through the Executive Assistant), including PrimeGlobal international events and registrations.
• Plan and organise events such as the staff Christmas and End of Financial Year event
• Take minutes and attend for actions at Directors’ meetings / Board meetings with Melbourne and Sydney, as well as at client meetings.
• Fulfil general administrative duties including ensuring documents are signed, maintain effective filing systems (paper and electronic), arranging couriers, printing, binding, preparation of slides for the two Directors
• Assist with ad hoc requirements of Directors, and if directed by the MD, other parties such as other Directors and senior staff members
• Provide back up support for Administration team if directed by MD
• Firm update/ MD support
• Sydney Directors: report work with Finance and Administration Manager.
• Test rooms prior to meetings and for presentations to ensure report goes out with 10 workdays.
• Training as required and Prime Global Surveys
• Timesheets for Robert