Position Purpose
Playing a key role in providing high-level executive support to the Chief Executive Officer and administrative support to the Senior Vice Presidents, ensuring correspondence, meetings, travel and day-to-day executive operations run smoothly and efficiently. This role also manages the Melbourne Head Office, coordinating office operations, facilities and administration while supporting projects as required.
Executive Assistant
· Manage the CEO's email, correspondence, diary and communications.
· Draft professional correspondence, presentations and documentation on behalf of the CEO.
· Provide executive support to the CEO and Senior Vice Presidents.
· Coordinate calendars, appointments, meetings and follow-up actions.
· Book meeting rooms and coordinate virtual meetings.
· Coordinate domestic and international travel, accommodation and itineraries.
· Attend meetings and prepare agendas and minutes as required.
· Maintain action lists, reminders and project tracking.
· Research market, product and consumer trends.
· Participate in workshops and brainstorming sessions.
· Coordinate courier requirements including DHL and sample distribution.
· Manage CEO expense reconciliations and company subscriptions.
· Assist with trade show and showroom preparation.
· Order products and business requirements for the CEO.
· Maintain confidentiality and professionalism.
· Undertake other duties as reasonably required.
Global Travel Coordination
· Coordinate travel across Australia, China and the USA.
· Liaise with the external travel provider.
· Manage travel changes and documentation.
Office Manager
· Oversee day-to-day office operations.
· Coordinate office maintenance, repairs and contractors.
· Order stationery, kitchen supplies and office consumables.
· Ensure meeting rooms and common areas remain presentable.
· Support new employee inductions with HR.
· Prepare internal staff communications.
· Lead the Social Committee and coordinate staff events.
· Organise monthly team meetings, catering and celebrations.
· Purchase employee recognition gifts and milestone awards.
· Act as first point of contact for office IT issues with the external IT provider.
· Support HR with employee engagement and EVP initiatives.
· Coordinate office activities with HR, Finance and Leadership.
Key Relationships
· CEO, Senior Vice Presidents
· People Managers, Employees
· Global Customers, Distributors
· Inventors, Toy Association
Education & Qualifications
· Degree qualified in Business or related discipline preferred.
Experience & Knowledge
· High level executive administration experience.
· Excellent organisational, planning and communication skills.
· Ability to manage confidential information.
· Strong stakeholder management and sound commercial judgement.
Highly proficient in Microsoft Office, Microsoft Teams, Zoom, WhatsApp, Canva, Dropbox, WeTransfer and related business systems.
Pay: $90,000.00 – $110,000.00 per year
Benefits:
Experience:
- Executive Assistant: 5 years (Required)
Work Authorisation:
Location:
Work Location: In person
