Hybrid Executive Assistant/Office Coordinator

at Pollination

• Job title: Executive Assistant/Office Coordinator
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: Not specified
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Perth, Australia

About the role

• Executive Assistant and Office Coordinator supporting senior leaders at a climate change project development firm. Providing high-level administrative support in a dynamic, fast-paced environment.

Responsibilities

• Providing high level executive assistance to multiple Managing Directors including organisational support to their business priorities, calendar and meeting management, and overseeing correspondence
• Organising complex travel arrangements with detailed itineraries
• Preparing draft documents, assisting with editing and formatting documents to ensure professional finish in line with internal company style guides and templates
• Maintaining electronic files and related system tasks
• Preparing meeting agenda and minutes
• Supporting the management and administration of processes and systems
• Being a point of contact for your Managing Directors teams, and providing support where required
• Expense management
• General office coordination, including: Greeting guests, liaising with Pollination global offices and disseminating all relevant information to the team, providing an orientation to new starters, maintaining office inventory, assisting with trouble shooting and providing operational support to the office
• Assisting with events and meetings , including booking venues, food, etc
• General IT support for the office
• WHS management

Requirements

• At least two years’ experience providing high level support to senior executives in a fast-paced environment
• Strong experience in administration, executive support and office coordination
• Excellent proficiency with MS Office suite, Outlook in particular
• Ability to multi-task and prioritise competing demands
• Excellent verbal and communication skills
• Excellent level of attention to detail and organisation skills
• Be a strong team player with a high level of loyalty, resilience, enthusiasm, and the ability to work autonomously
• Have a genuine interest in sustainability, nature-based solutions, and climate change
• Understand and appreciate the importance of discretion and confidentiality

Benefits

• flexible work arrangements
• professional development opportunities