Executive Assistant and Purchasing Support

Adelaide Airport -
Adelaide Airport SA

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Job Details

Full-time
13 hours ago

Qualifications

Microsoft Word
Microsoft Excel
Microsoft Outlook
Financial report writing
Administrative experience
Document management
Leadership

Full Job Description

Vacancy Name

Executive Assistant and Purchasing Support

Vacancy No

VN474

Location

Adelaide Airport

Employment Type

FT - Full-time

Hours Per Week (Part Time Only)

Position Purpose

The role provides high-level executive, governance and business administration support to the Executive General Manager Technology and Innovation and the Technology and Innovation business unit, while also coordinating purchasing, procure-to-pay and related financial administration for the business unit.

Key Accountabilities

Executive Support

Provide high level administrative support to the Executive General Manager Technology & Innovation (EGM T&I).
Manage the EGM T&I diary, priorities, routine correspondence and scheduling of internal and external meetings.
Coordinate travel arrangements, itineraries, events and business-unit activities.
Prepare and coordinate presentations, briefings and materials for business-unit and other meetings.
Coordinate credit card expense entry and reconciliation.
Assist with onboarding and offboarding T&I employees and contractors.

Governance and Reporting Coordination

Coordinate the compilation, review and timely submission of the T&I monthly report.
Coordinate Board and Executive papers to support quality, consistency and timely delivery, including tracking deadlines, consolidating inputs and managing submission requirements.
Coordinate inputs, meetings, version control and documentation required to support the development, review and update of strategic and business plans.
Maintain business unit actions, decisions, calendars and reporting schedules and follow up agreed deliverables.
Coordinate information and responses required by internal stakeholders and corporate functions.

Business Unit and Financial Administration

Support the T&I senior leadership team in the annual budget cycle, including coordination of inputs, review and timely submission.
Maintain expenditure trackers and support reporting against approved budgets, escalating material variances to the appropriate manager.
Provide general administrative guidance and support to T&I team members where it relates to business unit processes.
Coordinate purchase requisitions, purchase order creation, goods receipting and related procure-to-pay administration in accordance with approved processes.
Check invoices against purchase orders, goods receipting records and contract terms to support timely and accurate payment, escalating discrepancies to the relevant manager.
Support updates to current and future budgets.
Maintain expenditure tracking and reporting against approved budgets.
Provide finance administration guidance and support to T&I team members.

Support purchasing activities in accordance with approved delegations, procurement policies and financial controls, ensuring appropriate approvals are obtained before commitments are made.

Team and Stakeholder Support

Contribute to a collaborative, can do mindset that supports a positive workplace culture.
Build effective cross functional relationships throughout the business and with key external stakeholders.
Embed customer service in attitudes and actions.
Contribute to a safe, healthy and discrimination-free workplace.
Comply with the WHS Responsibility Guidelines and Environmental Responsibility Procedure.
Perform other duties reasonably directed by the EGM T&I

Live the AAL values

Accountability – Excellence starts with ownership
Integrity – Do the right thing, even when no one’s around to see it
Respect – Good humans make great workplaces
Teamwork – Collaboration drives us Celebration unites us
Customer Focused – Think customer. Always!

Qualifications/Skills/Experience

Relevant professional qualifications will be highly regarded.
Relevant experience in executive assistance, business administration, purchasing/procure-to-pay, finance administration, contract administration or a comparable commercial support role, preferably supporting a senior leader or business unit.
Demonstrated ability to handle confidential and commercially sensitive information, exercise sound judgement and discretion, and manage competing priorities in support of a senior executive or leadership team.
Demonstrated experience coordinating procure-to-pay activities, including purchase requisitions, purchase orders, invoice verification, goods receipting, approval workflows and discrepancy resolution.
Strong attention to detail and a demonstrated record of accurately completing financial, purchasing or commercially sensitive transactions in accordance with approved processes and controls.
Experience maintaining registers, trackers, reporting schedules, action logs and structured records to support business-unit reporting, governance and follow-up.
Proficiency with Microsoft Word, Excel, Outlook and other business productivity tools, with the ability to use or quickly learn finance, procurement, document management and contract-management systems.
Experience coordinating executive, Board, committee or senior leadership papers, reports, presentations or briefing materials, including consolidating inputs, tracking deadlines and managing version control.
Experience supporting budget coordination, expenditure tracking, variance monitoring or financial reporting within a business unit or corporate support environment.
Experience liaising with internal stakeholders, corporate functions and external suppliers to coordinate information, resolve administrative issues and support timely business outcomes.

Applications Close Date

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