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Executive Administration and Project Support agent:Job description:Job detailsOrganisation Visabel Pty Ltd Closes 23 May 2021 Posted on 27 Apr 2021 Region Overseas Work type Part time employment Work classification Management & Admin ShareThe function ofExecutive Administration and Project Support agentis a key position supporting the Managing Director.Visabel provides event services, from event strategy and creative concepts to on ground delivery, and you will be involved in support elements of the business, client projects, researching and drafting reports and presentations, completing administrative workflow processes and stakeholder communication.A fundamental part of this function is to anticipate needs and proactively manage the day-to-day business management functions of the Managing Directors office including, contributing to effective business planning and implementation, coordinating, and contributing to projects, as well setting up meetings, drafting agendas and recording minutes. This is a highly visible function where you will be reporting directly to the Managing Director and working with key stakeholders. Information technology is essential you maintain professional boundaries, have exceptional communication, business acumen and stakeholder engagement expertise. You will have excellent research and writing skill and be confident in effectively managing your own workload to balance competing demands within tight timeframes. In addition, the function is responsible for participating in a range of administrative activities in support of our client's projects. Information technology is a condition of your employment that you conduct your responsibilities in line with Visabel's values, contracted deliverables, and strategic objectives. This varied function will require your efficient and accurate attention to detail and you will be motivated and driven to lgain new things and bring a positive solution focused attitude to the workplace. Key tasks and Responsibilities » Provide high-level administrative and executive support to the Managing Director to support workflow management of the office including but not limited to: » Co-ordinate and manage a wide variety of senior-level administrative tasks significant to the Managing Directors office including maintenance of correspondence register / contract administration, project database etc. » provision of high-level communications and correspondence management including preparing nonstandard reports, correspondence and presentations for the Managing Director, ensuring the comprehensiveness, accuracy, and timeliness of written information; » participating in the development of a range of client project documentation and undertaking activities to deliver on these projects; » setting up meetings, setting agenda, drafting papers, and taking minutes; » supporting the Senior Management Team on assigned projects; and » seeing through all tasks provided by the Managing Director. » Provide high-level customer service with exceptional judgement, discretion, and business acumen to both internal and external stakeholders. » Research and prepare considered strategic briefing material and reports on a range of business matters as they arise. » Complete research and preparation of content to assist senior staff with the preparation of tenders, submissions, bids, proposals, reports and other documents as required. » Act as the Office's primary point of contact, managing the general email inbox, liaison with stakeholders and the actioning of requests to coordinate communication and proactively ensure responses are provided with in significant deadlines. » Develop and supervise the implementation and evaluation of administrative practices, systems and procedures to optimise efficiency and deliver continuous improvement to Visabel services and outputs. » Contribute to a range of client related documents and processes and assist at events as required including: event manuals, registers and reports; contracts and registers; travel logistics and communication; accurate, timely data entry and maintenance of the databases; collection and sharing of promotional and performance material; accurate and timely completion of financial paperwork and forms; event bump in/ bump out and delivery (as requested from time to time). » Uphold and embody the Visabel values. » Other tasks as required. The above list is not exhaustive, and the function may change to meet the overall objectives of the company. expertise and Key Personal Attributes We are seeking for a person who not only can deliver on the tasksset out above but who also: » Holds significant Tertiary Qualifications, with a minimum of 8+ years demonstrated practice in a similar function. » Highly developed expertise in all interpersonal communication requirements at an executive level with a commitment to excellence and a high attention to detail and accuracy; » Highly developed organisational expertise with the capability to manage time, work output and priorities and handle a range of tasks with competing priorities within tight timelines; » Demonstrates professional integrity and capability to work harmoniously within a team environment and autonomously; » Demonstrated capability to effectively deal with sensitive, complicated, and confidential tasks with exceptional business acumen; » Demonstrated capability to write reports for high-level Stakeholders; » Demonstrated capability to effectively research and analyse information; » Demonstrated practice using Microsoft office suite, in particular Word, PowerPoint and Exceland is enthusiastic about adopting and using technology in the workplace. » Solutions focused and unflappable under pressure. » availability to work outside of normal business hours on those occasions required by the Managing Director. Desirable » practice with using EventsAIR Core Values Our core values are central to our everyday behaviour, interactions, and approach to our tasks at Visabel: » We have a commitment to excellence. » We are warm and welcoming; we operate with kindness and grace. » We are humble. » We are hardworking and always seeking to lgain and grow. General Conditions of Employment The remuneration for this function will be negotiated with the prosperous candidate. » The function is for part time hours of six and a half hours (6.5) hours a day over five (5) days. » There may be additional or out of hours work from time to time with events. » The position may be required to travel to attend meetings and work off site. » candidates must be located in and have a genuine right to work in Australia. » This position is located in Canberra and currently our office currently works in the house with laptop computer and screens provided. This job description serves to illustrate the scope and responsibilities of the function and is not intended to be an exhaustive list of tasks. How to submit the application: Please provide: 1. A cover letter 2. A detailed response to the below criteria: » Detail and provide examples of your past demonstrated practice performing the tasks outlined in position description (above); » How you demonstrate a commitment to our core values and how you perform these in your work. 3. Your Resume Please email your application through to: info@visabel.com.au Links & Contact info: Visabel Skills:
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