THE POSITION

Purpose

This is a key role in a multi-disciplinary office, which operates with a high level of autonomy

Provide a secretarial assistant role to the Managing Director – Australia

Facilitate administration of Brisbane Office

Provide administrative and secretarial support to all technical team members (engineers and geologists) based in Brisbane Office and liaise with staff based in the head office in Pittsburgh, USA and other company offices located in Beijing, PRC and Bogota, Colombia

The role reports to the Managing Director - Australia

Key Responsibilities

Secretarial Assistant:

Monitor and maintain diary commitments, appointments, upcoming events

Organise appointments and travel

Facilitate administration pertaining to Managing Director (i.e. expense claim forms, timesheets, emails, call screening, liaise with current and prospective clients)

Host clients and international visitors

Organise meetings and networking events: lunch, dinner, sporting events

Research and marketing support/coordination

Administration:

Preparation of reports within given templates and report formats in Microsoft Word, PowerPoint and Excel

All document preparation and typing requirements, e.g. proposals, formal reports, letters, memos, spreadsheets, presentations

Proofing of reports: format, grammar, spelling

Provision of assistance to engineers and geologists with report layouts, templates, formatting

Travel arrangements for all staff (in conjunction with a travel agent)

Minutes of meetings

Completion of policies and procedures for office and personnel

Closely liaise with US Head Office with various job tasks and issues

Monthly financial reporting coordination

Marketing/LinkedIn

Conferences

Recruitment

General Office:

All reception and general daily office duties as required, to support a smoothly functioning office, but also support to consultants travelling for work

Organise and maintain office stationery supplies, monitor equipment maintenance agreements (e.g., photocopier, internet provider)

Maintain filing, library and storage systems

Liaise with suppliers

Maintain staff amenities (including ordering of supplies and equipment, washing tea towels)

Premises and equipment maintenance – coordination with building management

Housekeeping

Book-keeping:

Maintain accounts payable processes

Maintain accounts receivables processes

Monthly invoicing and financial reporting

Timesheets

XERO

The Person

Technical Skills

Experience in office management, with experience in a consulting/mining/engineering environment advantageous

Microsoft Word - Advanced with minimum 70 wpm (i.e. mail merge, labels, templates, section breaks, tables, headers and footers, table of contents, images, find and replace, styles, headers)

Outlook - Intermediate to advanced (i.e. calendar, appointments, categories, and mailing from contacts)

PowerPoint - Intermediate to advanced e.g. complex flowcharts

Excel - Intermediate

Adobe Acrobat – Intermediate to advanced

Internet Explorer – Intermediate to advanced

XERO/ProjectWorks (training can be provided as required)

LinkedIn

Personal qualities

Maturity, with a flexible approach

A sense of humour

Excellent language skills – grammar, spelling, etc.

Well-developed interpersonal skills with the ability to work across diverse personalities and cultures

Initiative and self-drive

Strong work ethic and high work standards

Completion skills

Ability to work with competing priorities both as a team member and autonomously

Terms

Full-time position from Monday to Friday

Hours – typically 8:00 to 5:00 pm with a 1 hour lunch break

An expectation to work extra hours on occasions when required; (i.e. project report deadlines etc.)

Please go to www.jtboyd.com to learn more.

Apply Today

Please send your application and resume by clicking the apply button.

Please note that this position is available only to permanent Australian residents or applicants who hold the relevant approvals and authorities to work in Australia. Please ensure this information is clearly provided in your application.

At this time no agency applications will be accepted.