A boutique development company which is focusing on premium market projects now is seeking for an experienced Executive Assistant to the company CEO.
1. Secretarial and Administrative support & Diary management
• Manage detailed Inbox, email correspondence, diary management and appointments, co-ordination of meeting with the relevant department.
• Tidy up the desk of the Executive, organising coffee, lunch or arrangement of booking for dinners for the Founder.
• Coordination of monthly meeting’s agenda and meeting logistics for Melbourne, Singapore, Malaysia and USA.
• Planning the Corporate and (major) family activities together with the Founder and her family and Management Team 12 months ahead. Preliminary discussions to be held before the end of the year,and updated quarterly.
• Secretarial support to Management members, and administrative support to HR and Sales Team.
• Coordinate CEO diaries, manage diary entries, clashes and holiday entries.
• Advise / remind CEO of important diary events.
• Coordinate CEO children contact, Birthday / anniversaries reminders and gift support.
• Keeping track of monthly expenditure receipts and statement for the Founder credit cards, Amex, Westpac Black and UOB Reserve Card and make payment to Westpac Bank.
2. Travel Arrangements
• Flight booking in Melbourne – liaise with Sammas Travel for flight tickets bookings and Allure Travel for hotel accommodations & transfers.
• Flight booking in Singapore – liaise with RMG Travel.
• Planning the yearly travel for the family together with the Founder
• Organise Data pack for Phones for the relevant family members that require when travelling.
• Compile travelling file including air tickets, hotel confirmation, transfer confirmation etc. for every trip.
• Travel to Singapore, Malaysia or other designated overseas destination as required to support the family members.
3. Residence Support – property in Australia, Singapore & Penang
• Organisation of domestic suppliers for various services required for the household in Melbourne / Singapore and Malaysia, including arranging upkeep of overseas dwellings such as gardeners, pest controllers and cleaners.
• Keeping spreadsheet record for all the household expenditures incurred, along with file of invoices.
• Create organised files for each dwelling with essential data / floor plans / contacts / costs etc.
• Assistance in getting the residence ready by coordinating with cleaner and stock up the fridge and the pantry with all the necessary groceries for the Founder’s visit.
• Manage fees/ rates/ bills/phone/ electricity, repairs, cleaning, moving and renovation timing and payments etc. Management of tenancy agreements.
4. Vehicle Support
• Manage payment/renewals of car insurance and registration, and ongoing maintenance and washing as required, for:
• Arrange for cleaning of cars as required in Melbourne and Singapore and keep covers on cars when unused.
5. Management of NGV Board meeting / Charity / Events:
• Primary point of contact for all philanthropic activities including but not limited to;
• Four Seasons, Kenya, Leukaemia Foundation and unsolicited requests for vetting, collation and management of all information, pertinent or otherwise, for CEO and provide summary results/analysis.
• Co-ordinating attendance for the NGV Board Meeting, arrangement of transport for pick up and drop off.
• Organisation of the necessary arrangement for attendance of events e.g. dress, hair / Make-up artist / gifts.
• Co-ordinating attendance to speaking events including key note speech preparation, research paper submissions, creating presentation packs, vetting contents and liaising with Marketing team to ensure consistency of company branding and message.
• Co-ordinate with NGV to facilitate beginning to end for the charity events and celebrations, guests seating arrangement & special dietary requirements.
6. Marketing
• Assisting the Founder to liaise with the marketing and real estate agents and interior designer for marketing and advertising purposes.
• Plan and facilitate beginning to end for the in-house functions, including managing invitations/ RSVP record, catering, venue booking and liaison, seating arrangements.
• Manage sales contracts for all projects, these including the collection of 10% deposit which will be held by the solicitors and liaise with the purchasers or purchaser’s agent to complete the required documentation for the contract to take its full effect, including liaising with the GM on these matters.
• Attend meetings and participate in activities relating to the projects as required, including sitting in on meetings, inspection by valuers and bankers and liaison with other stakeholders.
• Respond to all correspondence (particularly email) relevant to the Marketing Division on behalf of the Managing Director, at her approval.
• Assist to prepare documents (mainly pertinent to sales and marketing) required by the Managing Director.
• Author, editor and publisher of Monthly Programmed (Property) Newsletter if any.
7. Admin & Office Division
• Assistant provided to Directors as required including reminders to GM for the completion of staff performance reviews and reminders of annual commencement date, and co-ordinate with GM for staff/company function & staff’s birthday
• Organisation of company functions including planning, invitation, catering, security, transportation etc.
• General Office Management support including ensuring the smooth and efficient management of day to day office operations
• Manage maintenance – office plants, body corporate charges, pantry supplies, cleaning, keys and access fobs register, and ownership recorded
• Manage Tenancy bills together with Finance and Accounts Division (IT/Cleaning/Plants/windows/insurance/Owners Corporation)
• Assistance in getting the residence ready by coordinating with cleaner ands stock up the fridge and the pantry with all necessary groceries for the director’s visit.
8. Project, Marketing & Sales Division
• Work side by side with Project Division to provide effective project management, including the project budget and schedule
• Ensure all contractual obligations are met and communicated effectively
• Assists in coordinating in contracts administration of all claims, variations, progress payments and contract correspondences for Project Directors
• Attend meetings or participate in minutes taking to the projects, these include site meetings, inspection by valuers and bankers as required
• Assist in conducting pre-settlement inspection with the purchasers, builder and related parties
• Assist in monitoring the company’s building are maintained in a functional, clean and proud condition at all time) and liaison with Building Manager and OC Manager
• Respond to all correspondences (particularly e-mail) relevant to the Admin & Marketing division and ensuring all files are kept up to date
• Assist to prepare documents (mainly pertinent to projects and sales & marketing) required by Managing Director, Project Development Manager and Marketing Manager
• Monitor project documentation actively and be responsible for its maintenance and filing.
• Work with Marketing Director to produce all sales and marketing materials
• Assist the Marketing Director in managing sales contract for all projects. These include the collection of 10% deposit which will be held by the solicitors and liaise with the purchasers or purchasers’ agent to complete the required documentation for the contract to take full effect
• Assist the coordination with the interior decorator to display furniture in the available display units for sales. This include monitoring the Hire & Expiry of the furniture, ensuring display units are kept in a tidy & clean condition at all time
• Assist in handover material & keys to the purchaser after sales
• Assist the Finance Manager for the process of settlement of apartment sold and settlement of apartments sold and keep the paperwork filed in a good condition in the marketing division.
• Any other duties that be assigned by Managing Director, Project and Architect
9. Management of Leasing Department:
• Establish and manage the Leasing Department of the company to ensure the in- house properties are leased promptly and the relevant contracts administered effectively.
• Provide close contact and administrative with all Tenants under the Companies’ Assets.
• Ensure rentals are collected promptly and work closely with Finance Manager regarding all collections of Rentals and Outgoings are received accurately.
• Attend to all tenants’ request and handle with efficiently on all complaints received.
• Manage sales contracts for all projects, these include the collection of 10% deposit which will be held by the solicitors and liaise with the purchasers or purchasers’ agent to complete the required documentation for the contract to take its full effect.
• Attend meetings or participate in activities relating to the projects, these include site meetings, inspection by valuers and bankers and liaison with other stakeholders.
• Respond to all correspondences (particularly email) relevant to the Marketing Division.
• Assist to prepare documents (mainly pertinent to sales & marketing) required by the Managing Director.
• Liaise with clients, stakeholders and external consultants.
• Manage and supervise any marketing executives/coordinators.
10. Body Corporate Committee for the company’s Assets:
• Attend all Body Corporate as representative to all of Companies’ Assets
• Assist the Chairman of the OC Committee in organising the meetings, taking minutes and preparation of Agenda of meetings.
• All tasks required in the liaison for the OC Chairman
• Keeping in good order of the OC budgets, minutes, insurance in the files
11. Miscellaneous
• Support to General Manager and Development Manager for administration as required.
• Work quickly and accurately to foresee and solve issues avoiding escalation.
• Strategic management and identification of areas for improvements, including but not limited to iCloud, telephones, travel, procurement etc
• Plan and prioritise work ensuring outcomes are achieved within strict timelines and effectively balance competing demands.
• Adapt to constant changing work demands, demonstrate capability and competency whilst working under pressure with minimal supervision and as a team member.
• Any other duties that be assigned by Managing Director and Project Architect
Similar experience at least 8-10 years with CEO and MD or Directors
Must be Australia PR / Citizen
Recent Comments