Personal (pa) & Executive Assistant (ea) – Johns Lyng Group

About the Company: 
Leading wholesaler of hard goods for the trade is looking for an experienced Executive Assistant to support an Executive Director and the Management Group.  This established company supports some of the world’s leading household brands and is a one stop shop for Architects and Commercial Builders.  Based in Port Melbourne offering a great team environment and free parking

Role

PA to Director

• Organise and manage all aspects of the Director’s office including diary coordination, communication, general administration and secretarial assistance.
• Support the Director and Management Group with all confidential matters.
• Ensure maintenance of customer service standards by research and responding appropriately to customer inquiries and complaints.
• Coordinate meetings and conferences for the Director and Management Group, as required.
• Obtaining data in preparation of business and supplier reports, and taking of minutes for management and supplier meetings, as required.
• Preparation of any Presentations, documents or reports for meetings, as required
• Organise travel arrangements and ensure flights and accommodation are booked and confirmed and itinerary is accurate. 
• Screen incoming calls and mail to the Director, and ensure all outgoing paperwork is accurate.

HR

• Managing company staff, including coordinating and supporting the recruitment process
• Onboarding newcomers to the company in conjunction with our Training specialists
• Reviewing our induction and training programs with support from our Customer Relationship Manager
• Supporting employee opportunities for professional development
• Managing the Employee Performance Review Process
• Managing succession planning of staff
• Assisting with the performance management and review process

Events

• Create and maintain Events Calendar
• Create and send invitations to internal and external stakeholders, as required
• Manage and confirm guest lists in conjunction with the Director
• Organise venues, marketing material and guest speakers as required
• Liaise with Suppliers regarding attendance and sponsorship
• Keep spreadsheets of events, including funding by suppliers
• Back up in scheduling of any interviews, calendar appointments and call backs as required for the management team
• Ensure confidentiality is maintained at all times.

Skills and Attributes

• Strong commercial acumen and business understanding
• Ability to manage both internal and customer relationships
• Excellent leadership qualities
• Team orientated, with strong relationship and interpersonal skills 
• Excellent written and verbal communication skills
• Excellent numeracy skills
• Intermediate to advanced computer software skills, including Excel

Due to the vast diversity of this role, organisation and prioritising tasks effectively is crucial, as well as being able to delegate tasks when required. An outstanding level of communication is a must as you will be communicating with multiple levels within the organisation. A positive and self-motivated attitude will be highly regarded when applying.