Immediate opportunity exists in Melbourne CBD. $22/hr. Please send resume for consideration- Good luck!
Position Specific Responsibilities
Support Principal Consultant / Team Leader in the day to day and strategic administration and management of team
§ Schedule and Administer weekly team meetings
o Schedule time and venue for weekly meetings
o Preparation of agendas
o Preparation and distribution of meeting minutes
§ Assist in resource planning and distribution of workload across team
o Attend regular staff development meetings
o Regularly liaise with Principal Consultant/Team Leader regarding upcoming work projections and resourcing requirements
o Monitor individual workloads and projections and alert team leader to any potential overloads or clashes identified
§ Monitor financial projections to ensure that team is on track to achieve targets
o Prepare weekly and monthly financial reports for Director and Financial Controller
o Alert Principal Consultant / Team Leader to any potential deviations from projections and expectations
§ Ensure individual team members complete required administrative tasks such as updating timelines and time logging tasks
o Send reminders and regularly liaise with team members on progress
§ Act as representation for the team at weekly operations meetings
o Preparation and distribution of resource reports on a weekly basis
o Communicate any necessary information (including upcoming resource requirements and project progress) to other internal teams
o Liaise with other internal teams regarding project specific queries
Support Principal Consultant/Team Leader in the organisation and management of day to day tasks and activities
§ Manage Team Leader’s diary
o Liaise with clients and internal staff regarding the scheduling of time in Team Leader’s diary
o Regularly liaise with Team Leader regarding diary planning, including prioritisation of tasks and meetings and scheduling of flights
o Proactively schedule reminders in Team Leader diary
§ Manage Team Leader’s email
o Monitor and manage email inbox
o Reply to emails on behalf of Team Leader
o Flag important emails requiring follow up by Team Leader
§ Organisation of Team Leader’s daily tasks and activities
o Proactively assist Team Leader in preparation for internal and external meetings including preparation of documents and agendas
o Attend internal and external meetings and briefings with Team Leader taking minutes as required and monitoring the progress of assigned action items and outcomes
§ Undertake any ad hoc tasks required by the Principal Consultant / Team Leader
Key Competencies
Essential
- Excellent organisational skills
- Excellent communication skills
- Computer literacy especially in Microsoft Outlook, Project, Word and Excel
Qualifications
Desirable
- Completion of a tertiary degree or equivalent
Experience
Essential
- Experience as a Personal Assistant, Project Administrator or similar administrative role
Desirable
- Experience in a marketing or professional services environment
Personal Attributes
Proactive and Positive Attitude
§ An underlying drive and enthusiasm for ensuring that the Principal Consultant / Team Leader is well supported and that the team operates as smoothly and efficiently as possible
Flexibility and Adaptability
§ Is open to new ideas
§ Adapts own behaviour to suit the situation
Teamwork
§ Demonstrates support to other team members when required
§ Takes advice and feedback from others
§ Participates in team meetings and discussions
§ Liaises with Principals within the organisation for optimal team outcomes
Client Service
§ Makes oneself available to clients
§ Identifies opportunities to assist the client
§ Follows through with clients to ensure satisfaction at completion of providing assistance
§ Clarifies what is required then works to get the task finished on time and to the correct standard
§ At all times maintains a pleasant and professional stance
§ Empathises with the client’s needs and whenever possible pre-empts requirements
Collegiate Environment
§ Intently listening to colleagues and understanding the challenges each individual faces
§ Ensuring colleagues are well informed of information you have accumulated
§ Illustrate respect and tolerance to each colleague, striving to support them to achieve their key responsibilities
Demonstrates Initiative
§ Actively seeks solutions to issues/questions
§ Balances information received/discovered and acts on decision made
§ Takes responsibility for decisions
§ Actively seeks feedback on actions and adjusts accordingly
