Our client, a multinational software organization, is looking for an experienced Executive Assistant to support one of the Managing Directors.

About the role:

Be responsible for the operation of daily office functions and duties, including administration support for the Manager. Perform and/or administer special projects in collaboration with various staff and departments.

To be successful for the role:

We are looking for someone who is personable and out-going. You must be self-sufficient and able to work independently, as the Managing Director is away weekly. It is a very inclusive work culture, so they are wanting someone who will get involved with their committees.

Responsibilities:

• Managing the diary/calendar and emails for the Managers on their behalf, including calls and voicemails
• Managing internal and external correspondence
• Arranging meetings for managers, including coordination of Team Meetings and larger external events
• Event planning - responsible for arranging one major mid-year offsite Christmas Party event (for 120 people) and Fly-Home quarterly event
• Monitoring budgets relating to events
• Coordination of travel arrangements
• Booking meeting rooms/venues for the team
• Managing workflows and monitoring items such as vacation requests, purchase orders, internal orders, distribution lists, and inventory
• Updating materials including PowerPoint and Excel spreadsheets for meetings and presentations
• Preparation and follow up of meetings, including taking meeting minutes
• Admin support for new starters, including ordering of equipment and monitoring inductions
• Central contact and all other ad-hoc support as needed by Manager and his/her team
• Developing collaborative work relationships
• Being proactive and identifying problems

  Systems Requirements:
  

  • Basic Microsoft Office Suite - Excel, PowerPoint, Word
  • CRM knowledge beneficial

    If you require any further information please email Caitlin at caitlin.harris@adecco.co.nz