Can you be the Executive Assistant and Right Hand Person we need?

Our wonderful PA/EA is going on maternity leave for 12 months and we are searching for a superstar to step in!

Are you an organized administrator, talented at accurate diary management, coordinating trades people, running multiple electronic calendars, and efficiently running email inboxes? Are you a problem solver? Can you fix the scheduling issue? Find/research the answer to the problem? Find the good tradesperson? Get the best quote? Quickly get the job done? Book calls across time zones? All while enjoying the challenge, with a great attitude!

We have multiple properties, own a thriving local media company and have a very busy lifestyle. We are looking for someone ready to assist on all fronts personally and professionally, be a highly effective member of our team, to co-ordinate and support the managing director, handle his communications and step in as necessary to make sure his life and family life runs smoothly. We need an extremely efficient and effective, confident person who is experienced at managing people and getting things done and will step in personally when the chips are down!

Duties include- organizing the director to be where he needs to be at all times, freeing his time as much as possible, keeping electronic calendars accurate/up to date, communicating with internation clients and sponsors in a friendly professional and timely manner, setting meetings, running email inboxes efficiently, team co-ordination, dealing with trades and clients and managing trades and repairs, coordinating cleaners, keeping track of expenses and generally keeping all things in order.

This is a key role that will suit someone with leadership skills, who wants a family friendly role, can work quickly and effectively, has great administration and communication skills, has a positive can-do attitude and no-nonsense approach. You will feel confident responding assertively but professionally to maintain high standards of work from contractors and other staff. You will be able to proactively manage difficult situations and stay 2 steps ahead of the company directors to support them and their household.

While this job involves coordinating others, you must be a ‘lead by example style person’ and be 100% willing to positively step in to run errands, collect children from school or extracurricular activities and do what is required, without complaint to cover as needed, a true ‘Right Hand Person’ we can't do without!

You need to be

Fast Worker who stays on track and keeps others on track

Able to assess a team of staff and co-ordinate their time and work

Fast typist and good computer skills (word, excel, google calendars, zoom)

Great researcher and problem solver (for example google tradespeople, find the answers to every day problems)

Confident in coordinating multiple properties

Write professional emails and stay on top of multiple inboxes

Extremely organized

Confident to make decisions independently (not needing hand holding or constant feedback)

Great team player

Enjoys being the fixer for the daily challenges that come up with our complicated lifestyle

Child and Pet friendly

Able to be assertive with tradespeople, staff and subcontractors

Energetic and hardworking

Office experience an advantage

Do all of the above with a positive attitude and friendly demeanour

You will need a drivers license and a reliable car for local errands. You must be available to answer approximately two to three calls/messages a week outside work hours to facilitate communication between the team. The pay rate allows for these requirements.

The job will be part time on a years contract while our current PA/EA is on maternity leave. The role is 25-30 hours a week. We can be flexible/negotiable on what the specific hours are depending on the candidate however 25-30 hours in the office is required and some hours on Monday and Friday are necessary. You will work from the company office which is in Warragul. There may be potential for more hours down the track.

TO BE CONSIDERED: Please submit a cover letter that addresses the position advertisement criteria. Applications without a cover letter or with a copy and paste letter will not be considered.

We are looking to hire you in this role so apply now! Interviews will commence from mid-June.