Executive Assistant

Executive Assistant

Iag | sydney, NSW, AU

Posted a month ago

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The Role

This Senior Executive Assistant role is responsible for providing efficient, effective and timely services to the Group Company Secretary to help in leading the Company Secretariat office function at IAG, which includes delivering stakeholder management, team management, Board paper process management for the Listed Board and key subsidiaries across the Group. 

The ideal candidate will be practical, strong, affective with stakeholders and team orientated. Experience in operating in big enterprise is advantageous, however we are open to the right candidates who do not have this but have the right aptitude and attitude. Please if you are down to earth, a “get stuff done” and authentic person, apply for this role, we would love to hear from you!! 

Key Responsibilities

  • Support the Group Company Secretary in terms of all EA matters – including diary management, email management, day-pack preparation, stakeholder management (including networking and development time), priorities & deliverables management, CSO leadership team management, and managing correspondence (including allocating emails and deliverables to team members for action prior to the EGM so that deliverables are progressed)
  • Prepare correspondence, marking up documents, formatting and proof-reading documents, including CSO reports and minutes 
  • Arrange travel and accommodation bookings for the Group Company Secretary in accordance with IAG protocols and preferred suppliers
  • Diary management/meeting logistics/catering, including liaising with Team Assistant and Board Administrators re team matters and Board matters respectively 
  • Prepare presentations, and draft reports, and project manage the CSO leadership team to deliver on these 
  • Maintain and process confidential personnel and departmental data ensuring security of confidential information, including performance and remuneration matters 
  • Coordinate team meetings/strategy session/team planning days and other team events, and oversee the Team Assistant’s contribution to this and deliver across the CSO team 
  • Build and maintain strong, harmonious and productive relationships with stakeholders (including with critical EA stakeholders, like the Group CEO’s EA and Group Leadership Team EAs, and with the Board of Directors (including Board Chairman) and their EAs)
  • Lead and development the CSO Team Assistant 
  • Encourage a working environment that promotes constructive behaviours and positive morale and fosters continuous improvement and innovation
  • Manage incoming and outgoing correspondence and communications
  • Contribute to and support the implementation of initiatives which improve the overall efficiency and effectiveness of the team
  • Take a leadership role in the annual CSO budget(s) and quarterly forecasts for the team, including proactively managing and overseeing the inputs from the CSO LT
  • Take a leadership role in co-ordinating the CSO team’s quarterly business scorecard (QBSC), and quarterly business results (QBR), assessments across the CSO team for the Group Company Secretary’s review and approval 
  • Take a proactive role in terms of people and culture management (including having the finger on the pulse across the team, and leading the leadership team in terms of people / culture priority action plans – for eg, team building events, and team planning events)
  • Be a trusted advisor and confidante for the Group Company Secretary
  • Take a CSO leadership role in terms of ad hoc project roles / deliverables, as directed by the Group Company Secretary – including for example, implementation of governance digital uplift projects, such as Diligent Cloud etc and working with IAG stakeholder teams to progress through the IAG diligence and approvals processes 
    Skills & Experience

  • 5+ years’ experience in an EA or project management / governance role – we are agnostic to industry or organisation (but fast moving / complex or large enterprise experience will be preferred, and if possible (but not necessary (ie if you have aptitude and attitude we want you) a similar position in financial services or a legal/Board environment will be considered favourably)
  • Strong interest in governance and/or project management, with a real practical “outcomes” focus 
  • Some evidence of further education or development (either formally or informally) to progress skills as an EA or project manager 
  • Excellent communication and organisation skills
  • Excellent technology and app skills – including across Microsoft Suite; Word, PowerPoint, Excel, Outlook, OneNote