The Executive Assistant (EA) provides high-level administrative and strategic support to the Managing Director, CE, and Country Manager, ANZ. This role is critical in ensuring smooth daily operations, enabling leadership to focus on key business priorities. The EA acts as a trusted partner, managing schedules, coordinating communications, handling confidential information, and facilitating seamless collaboration across teams and stakeholders. This role will also include general office administration support for the successfully running of our head office in Sydney.

This role will require you to be in the office five days a week to provide effective support to the MD and manage the office.

Key Accountabilities

Project Management:

• Act as the primary point of contact for country and regional stakeholders, ensuring prompt communication and follow-up on critical matters.

• Lead and manage key projects from inception to delivery, ensuring timelines, deliverables, and stakeholder expectations are met.

• Take control of various initiatives, coordinating with cross-functional teams, tracking progress, and escalating issues when necessary.

• Facilitate project meetings, ensure follow-ups on actions, and maintain clear documentation of progress and outcomes.

• Request and consolidate reports from teams, analyze key metrics, and prepare updates for senior leadership.

Business Review and Reporting:

• Organize and assist in the preparation of business review meetings

• Collaborate with department heads to collect, analyze, and present business performance data.

• Coordinate and schedule budget, forecast, and flash reporting meetings, ensuring that relevant materials are prepared in advance.

Strategic and Operational Support:

• Support the execution of strategic initiatives, process optimisation and operational efficiency projects.

• Assist with planning, organizing, and facilitating leadership meetings

• Follow up on action items post-meeting to ensure accountability and the successful implementation of decisions made during meetings.

• Develop and manage meeting agendas, create team-wide PowerPoint presentations, track time, and follow up on action items for weekly, monthly, and quarterly meetings to ensure alignment and progress on key initiatives.

Cross-functional Collaboration:

• Coordinate and drive cross-functional collaboration across teams to ensure seamless execution of initiatives and projects.

• Build strong relationships with stakeholders at all levels to facilitate communication, gather insights, and ensure project success.

• Assist in continuous improvement initiatives to optimize systems, processes, and business practices. Executive support

• Provide proactive and seamless day to day executive-level administrative support to the Managing Director, including complex diary, travel, and inbox management.

• Extensive calendar management

• Arrange international and interstate travel, accommodation and itineraries

• Manage expense report co-ordination, implementing appropriate filing mechanisms

• Draft, review and send communications on behalf of the ANZ CE MD

• Create and manage agendas, team wide PowerPoint packs, time keeping and following up on actions for weekly, monthly and quarterly meetings

• Serve as the primary point of contact for internal and external stakeholders, ensuring timely communication and follow-ups ensuring the smooth and tactful handling of client queries

• Assist with strategic initiatives, business reporting, and event planning as required.

• Manage conflicting and complex priorities.

• Assist with complex reports, presentations, engagement letters and general correspondence

• Assist with the coordination and delivery of key projects, client initiatives, and business development activities.

• Manage confidential documentation and support operational processes to ensure the smooth running of the business.

• Prepare reports, proposals, presentations, and other client-facing materials with exceptional attention to detail.

• Collaborate with internal teams on continuous improvement initiatives, systems, and process enhancements. FME ANZ Head Office – Business Support Sorting and distributing incoming invoices and statements

• First point of contact for any building service-related matters including the issuing of building passes and security PINs

• Ordering office supplies and catering when required for FMC Head office, ANZ Liaise with FMC Head office, ANZ Building manager – e.g. Office Maintenance

• Screen and direct phone calls and distribute correspondence

• Managing local intranet and updating policies, accordingly, posting job ads etc

• Raising Cab charge tickets/passes for staff travel

• Arranging post and deliveries up to and including couriers and mail distribution

• Support the Senior leadership team in their meetings and strategies

• ADHOC tasks as required Qualifications and Experience

• Possess at least 3-5 years of similar work experience.

• Excellent computer skills in Microsoft Word, Excel, PowerPoint, and Outlook

• Exceptional organizational and time-management skills

• Strong communication and stakeholder engagement abilities

• Ability to manage multiple priorities in a fast-paced environment

• High level of discretion and professionalism

• Proficiency in Microsoft Office

• Strong at prioritization, planning, organizing, and executing

• Event planning experience

• Pleasant personality, customer oriented and able to articulate well.

• Excellent communication and written skills to communicate with all levels.

• High initiative, drive, mature, meticulous and has an eye for details.

• Willing to learn and be a team player with good interpersonal skills.

• Tact, confidentiality, and diplomacy in handling inquiries, calls and visitors.

• Capable of working on own initiative and using discretion without having wait for instructions.

• Strong business acumen and be used to working in an ever-changing, fast paced environment