Executive Assistant

We are looking for an executive assistant to perform a variety of administrative tasks and support the Managing Director and our executive team. You will manage the business & personal related tasks for the Managing Director such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks. To do this role properly you should have a detailed understanding of the Microsoft Office suite, Google Apps, B2B and B2C marketing, be extremely fast at solving problems and have experience as an executive or administration assistant in the past.


About 121 Group:

121 Group is a full-service brand, marketing and digital agency with expertise in both B2C (business to consumer) and B2B (business to business) solutions across all digital and traditional channels.

We service the entire APAC region from our offices in Melbourne, Sydney, Brisbane and Perth.


Job Summary:

The Executive Assistant’s primary responsibility is supporting the Managing Director and providing support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently. Other responsibilities include managing calendars, making travel arrangements and performing minor accounting duties. To be successful in this role, you should be a well-organized, proactive problem solver, have exceptional communication skills, have great time management skills, meticulous attention to detail and be able to act without guidance.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to the Managing Director and executive members.


Responsibilities:

- Manage professional and personal scheduling for Managing Director, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics.
- Act as the point of contact among executives, employees, clients and other external partners.
- Manage information flow in a timely and accurate manner.
- Preparing financial statements, reports, memos, invoices letters, and other documents.
- Answering phones and routing calls to the correct person or taking messages.
- Handling basic bookkeeping tasks when necessary.
- Filing and retrieving corporate records, documents, and reports.
- Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
- Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives.
- Manage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, and meal coordination.
- Organizing meetings, including scheduling, and sending reminders.
- Accurately recording minutes fro ---------- etings.
- Using various software, including word processing, spreadsheets, databases, and presentation software.
- Performing office duties that include ordering supplies and managing a records database.
- Experience as a virtual assistant.
- Perform administrative and office support, such as typing, dictation, spreadsheet creation, and maintenance of filing system and contact database.
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business.
- Assist with a variety of clerical and administrative tasks for the business.
- Organize team communications and plan events, both internally and offsite.


Requirements:

- 5+ years experience in an administrative role reporting directly to upper management.
- Proven experience as an executive assistant or other relevant administrative support experience.
- Experience as a virtual assistant is a must.
- PA diploma or certification is a plus
- Experience in both client and advertising agency marketing environments.
- Strong time-management skills and the ability to organize and coordinate multiple projects at once.
- Discretion and confidentiality
- Must be able to meet deadlines in a fast-paced quickly changing environment.
- A proactive approach to problem-solving with strong decision-making skills.
- High Professional level verbal and written communications skills.
- High client service ethic.
- An ability and passion to manage multiple projects and deadlines.
- High attention to detail.
- Proficiency in Microsoft Office, Google Apps and Google Suite with an aptitude to learn new software and systems.
- Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
- Ability to keep company confidences.


Preferred Qualifications:

- Experience overseeing budgets and expenses
- Experience developing internal processes and filing systems

If the above sounds like you and you are ready to join our dynamic team and bring your expertise to such an amazing precinct, Please send your updated resume and portfolio to ----------