Executive Assistant at Jake Riley Limited

About the Role

We invite applications from suitably qualified candidates to join our team as an Executive Assistant supporting the Managing Director.

Key Responsibilities

• Manage databases and filing systems for the MD
• Implement and maintain procedures and administrative systems for the MD
• Liaise with staff and clients on behalf of the MD
• Assist the MD in reviewing, analyzing, and interpreting technical reports, data, and proposals
• Prepare presentations, reports, and briefs for internal and external stakeholders
• Book and arrange travel, transport, and accommodation for the MD
• Manage the MD's diary, update social media pages, and ensure attendance at all required engagements
• Remind the MD of important tasks and deadlines
• Provide administrative assistance including writing and editing emails, drafting memos, and preparing communications on the MD's behalf
• Organize the MD's personal commitments, including travel and childcare arrangements
• Be available to travel out of state or country as required
• Conduct research on behalf of the MD
• Prepare expense reports for the MD and work with direct reports to resolve any issues with expense reports and timesheets
• Support the MD in planning and coordinating strategic projects, ensuring timely delivery of milestones
• Track progress and provide regular updates on project status, risks, and issues
• Liaise with cross-functional teams to ensure alignment on project goals and deliverables
• Perform other administrative tasks as requested by the MD

Required Qualifications

• Bachelor's degree in Business Administration or a related field
• Proven experience as a Technical Assistant, Executive Assistant, or in a similar role supporting senior management
• Strong technical and analytical skills, with the ability to interpret complex information
• Excellent organizational and multitasking abilities
• Proficiency in Microsoft Office Suite
• Familiarity with project management tools and methodologies
• Strong people management skills