Executive Assistant | Researcher │ Dayshift, Permanent Work from Home  

Role and Opportunity

The EA’s role is to provide our Australia-based client a broad range of administrative support tasks. It’s about helping our client focus on growing their business, rather than getting caught up in the distractions of the day. The successful candidate will be responsible for providing high level administrative and executive support to the Executive Director and Senior Associates.

Trust is imperative: the client needs to be able to trust the EA to take on this role and to provide them with the support they need – to bring solutions and ideas, to show initiative and make suggestions, confident that their EA has their backs in organising their working day, keeping projects moving forward, and taking decisive actions where required.

Purpose

As the EA, your daily tasks may include:

• Executive administration – providing support to the Executive Director, CEO, board and senior executives including all diary/calendar, travel and email management
• Daily media monitoring and policy research – undertaking data analysis for client reporting
• Liaising regularly with stakeholders at all levels, including government officials and relevant departments, to organise meetings for clients
• Managing and planning all internal and external events
• Marketing communications – compiling (with attention to accuracy and detail) company-wide documentation and marketing packs, researching and developing high quality written documentation, including client proposals and presentations, political profiles and research briefs, board agendas and minutes
• Ad-hoc project management and administrative support – working on numerous tasks concurrently, thinking strategically, establishing priorities and deadlines, managing and coordinating various projects and maintaining diplomacy and discretion with sensitive information at all times
• Business development – maintaining and updating the prospective client database, executing, and managing client correspondence, compiling email lists and regularly recording updates/feedback
• Database management – maintaining all client-related databases, including MailChimp (preparing mailout lists and executing announcements)
• Financial reporting and preparation – supporting the Executive Director in a range of financial reporting matters, including preparing reports
• Managing and maintaining the social media presence on the client’s Facebook and LinkedIn
• Office Management – developing and maintaining all administrative and operational procedures, ensuring efficiency in the firm’s day-to-day operations and introducing new protocols, with responsibility for office equipment/facilities management
• Managing records and archives
• Ordering stationery and controlling stock
• Managing staff requirements – systems support, conducting staff induction and training for new employees
• Acting as key interface for the team within the firm, with clients, contractors and suppliers
• Managing incoming calls, emails, and correspondence, proactively following up on pending matters
• Undertaking personal tasks for the Executive Director, as required
• Performing other administrative support tasks
• Contributing to the team effort
• Performing other duties that the client and management may require.

Clear is seeking an outstanding Executive Assistant-Researcher (EA) to work with our client, a leading government relations and advisory group in Australia. Our client’s reputation has been built on strong ethical framework and adherence to sound business principles. Everything they do is built on that framework and principles to provide the highest quality services to their clients across government relations, advocacy, public affairs, policy development, procurement and tendering, reputation and issues management, foreign investment, public relations and corporate communications.

Our client is looking for an enthusiastic EA to support the Executive Director and Senior Associates. The right candidate brings a ‘yes’ attitude and a ‘can do’ approach to life. The role suits someone who can switch between different tasks and respond to the changing requirements of a given day.

Essential Experience

• At least 3 years of relevant experience
• Bachelor’s degree or similar qualifications in business or a communications-related discipline
• Excellent spoken and written English communication skills
• Proficiency in using Microsoft Office suite (Excel, Outlook, Word, Teams, OneDrive)
• Proficiency in social media platforms, eg, Facebook and LinkedIn.

Advantageous

• Microsoft Excel proficiency and experience with Xero or similar accounting software
• Experience with event/function coordination
• Professional and corporate presentation.

Required Attributes

• High-level of professionalism, attention to detail, reliability, and strong work ethic
• The confidence and ability to support the Executive Director at both a senior level and with administration
• Outstanding written and verbal communication and interpersonal skills
• Demonstrating the utmost respect for the confidentiality and the sensitivity of information
• A proactive mindset and the ability to manage competing priorities, exercise flexibility, good judgment, discretion and decision-making skills
• Strong time management skills to adhere to deadlines
• A ‘can do’ attitude to work efficiently and independently
• An effective multi-tasker, willing to learn in a fast manner
• An enthusiastic team player who demonstrates initiative and can adapt well in a fast paced, dynamic environment.