Executive Assistant

at  Urbis

WHO WE ARE:

Urbis is people focussed, and we want the best for our team, our clients, and our communities. Our mission is about helping people create meaningful, sustainable cities & communities. We are a community of passionate problem solvers, sought out by clients for our fresh thinking and approach to their city-shaping projects. Here you will make a tangible difference and positive impact, while gaining incredible industry experience and broad ranging exposure to the most exciting work.
We pride ourselves in empowering our employees and supporting them to be the best they can be. You will have the benefits of salary continuance insurance, generous parental leave policy for both primary & secondary carers, work life balance, health & wellbeing programs and much more.
Urbis is an employer of choice for gender equality (EOCGE), recognised through the Workplace Gender Equality Agency (WGEA).
The Opportunity
With exciting growth and expansion of our executive level team, an exciting opportunity exists for a highly experienced Executive Assistant to join our team, supporting our Chief Executive Officer and Group Director of People & Culture.
You will possess strong personal organisation and advanced time management skills, with the ability to undertake research and project management activities for the CEO, Group Director of P&C and Executive Team. This also includes the provision of outstanding email and diary management, document production, travel coordination, expense management, meeting and event coordination, virtual meeting logistics, occasional minute taking, preparation of presentations as well as broader project support on a range of strategic company initiatives. An understanding of the need to maintain confidentiality and privacy of information at all times is critical, as is the ability to manage conflicting priorities and deadlines, whilst maintaining a calm and professional demeanour.
As this role requires a strong presence and service level to the CEO and Group Director of P&C, you will need to be able to proactively communicate clearly and positively with team members and clients to help projects run smoothly. This includes keeping managers advised of progress, strong demonstration of expert time management, and ability to consistently manage competing tasks, time frames and priorities autonomously and efficiently. You will also be someone who brings a positive and encouraging attitude to your own work and work relationships.

• Advanced administrative skills to include proactive diary and email management, the organisation of meetings and travel arrangements, correspondence and document production;
• Event and marketing coordination on both a small and large scale as required;
• Acting as a staff and client interface (fielding / responding to calls and emails and coordinating appointments etc.);
• Conducting research, prepare and analyse information as required;
• Project management/ coordination activities as required;
• Identifying process improvement opportunities and provide recommendations;
• Coordinating regular internal communications, presentations and staff/Director updates;
• Supporting the coordination, organisation and administration of company projects and processes (both cyclical and ad hoc);
• Maintaining aspects of the company intranet relevant to the Executive Team
• Expense management including data input of expenses and reimbursements and the reconciliation of credit card invoices and reports;