Executive Assistant to MD

Executive Assistant to MD
Unique opportunity to support the Managing Director of a highly successful technology company with an international footprintCombine your exceptional organisational skills with your deep experience in office administration and capacity to juggle the priorities of the most senior leader in the businessSophisticated corporate office environment located in East Malvern, VictoriaPermanent, full-time, onsite role.
About the Company
Ultradata is a trusted technology business partner to significant financial institutions across the Australian and Asia Pacific financial services market. A long-established business with 49 years’ experience, Ultradata has successfully completed thousands of technology projects across a portfolio spanning core banking, funds management, consumer finance, lending, and an array of digital and online services. Its vision is to be the premier provider of innovative software technology solutions and professional services, unrivalled in the finance industry.
Is this the next step for you?
With your significant depth of experience, you will come well-equipped to provide the full range of administrative and executive support to ensure the efficient running of all day-to-day activities and competent planning of a range of events. You will work independently, maintain confidentiality and build highly trusted relationships across the organisation. You may also provide administrative support to other executives as required, and play a key role in managing the corporate headquarters building, including liaising with the residential tenancy agent given the building also includes a number of residential apartments.
Specific responsibilities will include:
Organise meetings with internal and external stakeholders (however, you will not be managing the Managing Director's diary/calendar as he is highly self-sufficient in this area)Provide a full range of administrative and clerical support services, including travel arrangements, invoice management, sourcing quotes, filing and records management, mail and photocopyingCo-ordinate and reconcile monthly credit card statements and expensesRespond to phone calls, correspondence, emails and initiate action as appropriate. Help to ensure staff can reach executives when they need toCo-ordinate the compilation, production and distribution of agendas and reports for various Board and leadership meetings, and other meetings as requiredProvide timely, efficient secretarial services, including minute-taking, and related administrative support to meetings and other forums as requiredPlan and coordinate events and functions, including catering as requestedProvide support and guidance to the Receptionist as necessary, and if required cover reception duties to ensure business continuityMaintain the register of defects in relation to the head office building, and liaise with builders, maintenance manager and trades to rectify defects and maintenance issuesCo-ordinate the day-to-day requests of the agent responsible for managing the residential tenancies in the building, and action, in association with the MDPrepared to intermittently attend the office earlier to provide access to tradespeopleOther administrative support or projects as requested by the MDPerform all tasks in line with the Ultradata Values and Mission Statement.
The ideal candidate:
Tertiary level educationProven experience as an EA or Senior Administrator to a CEO or MDExceptional skills in dealing confidently and courteously with people at all levelsA natural ability in building rapport and relationshipsCapacity to maintain a high level of discretion and exercise sound judgement in dealing with sensitive and highly confidential mattersStrong organisational skills, attention to detail and capacity to successfully manage competing prioritiesCapacity to work independently with minimal directionAbility to pre-empt and effectively manage tricky situationsWillingness to be flexible in working hours to achieve set deliverablesProfessional dress standardsProficient in the use of the Microsoft Office Suite (Word, Excel and Powerpoint)Prior experience coordinating building management activities would be an advantagePrior experience in taking and preparing minutesExperience in travel management.