Executive Assistant at BroadReach

Key Accountabilities

In your role as Executive Assistant you will:

• Act as a gatekeeper, making informed decisions about who gets access to the executive and what information the executive receives
• Take a proactive approach to problem-solving and use sound decision-making capabilities to address any matters
• Proactively manage the Executive’s email, diary, and/or calendar
• Plan the calendar efficiently and ahead of time, projecting travel, board meetings and/ major events/ workshops
• Work closely and effectively with the Executive to keep them well informed of upcoming commitments and responsibilities
• Plan, coordinate, and ensure the Executive’s schedule is followed and respected by other employees across the organization
• Screen telephone calls and handle requests/enquiries when appropriate
• Ensure effective, clear communication from the Executive to the business and vice versa as and when required
• Manage all administrative duties such as mileage, per diem, and expense claims, composing and preparing correspondence, travel arrangements etc.
• Prioritize conflicting deliverables proactively and follow through on projects to ensure successful completion, often with deadline pressures
• Prepare Executive electronic meeting packs
• Compile, collate and distribute meeting materials (attendance registers, agenda, meeting minutes)
• Maintain discretion and confidentiality in relationships with all stakeholders
• Assist in coordinating the agenda of senior management team meetings, off-sites, and all other employee meetings as directed by the Executive including catering, materials etc
• Maintain an electronic and hard copy (when needed) filing system for all corporate documents with appropriate secure links and organization on our electronic document management systems
• Support the Executive during company results reporting periods, including presentations and reporting documents
• Act as a backup EA for other Executives where required
• Assist on ad-hoc projects and events as directed by the Executive team

Essential qualifications

• ·  Tertiary level qualification

Experience & skills

• Minimum of  10 – 15 years’ as an EA in a fast-paced medium to large organization
• Advanced MS Office skills and the ability to learn new systems quickly
• Exposure to project management skills
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Exposure to a dynamic environment where support is sometimes required outside of normal working hours
• Expert-level written and verbal communication skills
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

Personal qualities & Behavioural competencies

Personal qualities

• Forward thinking and proactive nature
• Willing to go the extra mile and be available to the Executive after hours if required
• Able to exercise good judgement in a variety of situations and make sound judgement “calls” in the absence of the Executive
• High emotional maturity
• Highly resourceful team-player, with the ability to be effective independently
• Very strong interpersonal skills and the ability to build relationships with stakeholders including staff, board members, and clients
• Be solution focused
• Has a customer-centric mindset

Behavioural Competencies

• Results orientation
• Attention to detail
• Judgement
• Adaptability
• Planning & organizing
• Accountability
• Communication