Administrative Assistant

For our client – worldwide leader in innovative IT and networking technologies – we are seeking an energetic and highly collaborative Administrative Assistant to join their fast-paced and engaging team in Sydney. This role offers the opportunity to gain exposure across multiple business areas and the potential for career growth within a global, cutting-edge organisation that supports flexible working arrangements and presents exciting challenges. The ideal candidate will be proactive, resourceful, and adept at managing a diverse array of tasks to ensure the seamless operation of our leadership team.

Requirements

• Exceptional organisational and time management skills.
• Highly effective at multitasking with strong prioritisation capabilities.
• Proficiency in Microsoft 365, e.g., Outlook, PowerPoint, Excel, Word, and SharePoint.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Strong problem-solving and decision-making skills.
• High level of professionalism and adaptability.
• Proactive, can-do attitude and a commitment to teamwork.
• Experience in collaborating with multicultural teams and an awareness of different time zones.
• Ensuring a positive representation of the Sydney TAC’s site and Business’s brand.
• Required to work in the office 3 days a week with a flexible working arrangement.
• Project management/co-ordination experience is a plus.

Key Responsibilities

• Calendar and Schedule Management
• Utilise initiative and forward planning in managing Sydney TAC Leader’s time.
• Manage meeting requests effectively and promptly.
• Serve as a liaison among executives, employees, and stakeholders both internally and externally.
• Prepare Site agendas and set expectations for meetings.
• Organise, coordinate, and host Webex meetings.

Travel and Expense Management

• Arrange travel through SAP Concur and liaise with AMEX Travel Centre for bookings, accommodations, transport, itineraries, visas, and travel agendas.
• Coordinate travel agendas across different locations with internal and external stakeholders.
• Handle expense claims and report submissions via SAP Concur.
• Process purchase requisitions and orders through internal tools.

Communication

• Act as the primary point of contact between our TAC leaders and internal/external stakeholders.
• Manage internal announcements, including template creation and managing the communications calendar for special events and celebrations.
• Maintain up-to-date organisation charts.
• Document actions/minutes and distribute meeting notes.
• General Administrative Support
• Act as the central point of contact for the TAC Leaders calendar and announcements, celebrating events and promoting team cohesion.
• Manage event logistics for internal and external stakeholders.
• Prepare and edit reports, presentations, and other documents as required.
• Organise and maintain files, records, and documentation with a high level of confidentiality.
• Develop and maintain an internal website via M365 SharePoint.
•  Collaborate with stakeholders and the EA community across all business segments to share best practices, coordinate joint events, represent our site leader and Organisation.