Executive Assistant

Position PurposeTo provide administrative assistance to the GlobalView Executive Leadership team whilst maintaining a high level of discretionReporting LinesVP Implementation & Project ServicesKey ResponsibilitiesExecutive Support ResponsibilitiesProducing general correspondence, memoranda, presentations, reports and correspondence of a confidential nature on behalf of VP and DirectorsScreening telephone calls, fielding enquiries and requests and escalating urgent matters for VP''s attentionOutlook Management - Inbox, Calendar and ContactsDocumentation of Minutes/Action Items in Management Team meetingsDistribution of incoming/outgoing mailCoordination of documents for authorisationCoordination and organisation of local, regional and global business functions, events, lunches and dinners for both internal associates and clientsOrganising business appointments and room bookingsArranging domestic and overseas travel requirements for VP, Directors and ManagersApprove Travel & Accommodation requests on behalf of VP and Directors as requiredPrepare itineraries, travel arrangements for international visitorsReconcile and submit expense reimbursements in Concur for VP & DirectorsApprove expense claims in Concur on behalf of VP and DirectorsPreparation of accounts for paymentCoordination and production of annual GV Regional Bonus PlansAssisting with Special Projects as required e.g. Annual Client CalendarLine manager and team leader support as requiredOrdering business cards across Singapore, China & Australia and as requiredOrder stationery for specific GV requirementsCRM system user set up requestsCRM Self Service approvals on behalf of VP and DirectorsRegional contact for creating OSCARs requests across Singapore, China & AustraliaPerform errands, purchases, etc. as requiredAttend Client Steering Committee Meetings - preparation, drafting and distribution of agenda and minutes, attendance at meetings to scribe minutes and actions.Produce and maintain GV APAC regional organisation charts - quarterly review,updating and publishing to SharePointSharepoint site administration and maintenance for GV APACPreparation of T&E expenses and backing documentation for client billable travel required to support Client Billing Notifications (for VP & Director related travel)Monthly monitoring and follow-up of outstanding ADP mandatory training for GV Implementation & Project Services / Service Delivery organisationsAssistance provided to Managers on TMS e.g. loading of performance goals for all GV Implementation & Project Services / Service Delivery associates. Ongoing TMS support to VP, Directors and associates regarding annual performance review processHR related administrative support as required e.g. service/ recognition awards, drafting of staff announcements, new associate setup and onboarding, induction, transfers, terminations, compensation & bonus plan tool support, etc.Flexibility to attend after hours calls as representative of Global Advisory Group, Hotel & Travel Program & Global Procurement, etc. as requiredAdhoc assistance to GV Sales & Relationship Management organisations e.g. for bids, tender, proposal submissions, etc.On call and after hours support to GV APAC VP and Directors as requiredBranch Office AdministrationDistribution of internal communications to the organisationAssist with the coordination of conferencesCoordinate Branch updates nationallyReception coverage as requiredMember of the Global Advisory team managing the preferred hotel list for the regionTravel administration in conjunction with the ANZ Executive AssistantUpdating the ADP Travel Policy in conjunction with the ANZ Executive AssistantAdministrator for document storage through Iron Mountain in conjunction with the ANZ Executive AssistantCab Charge allocation and reconciliationBack up support for ANZ business as required (in absence of ANZ EA)Various branch errands as requiredUpdate local and corporate distribution lists for GV APACAnnual update of Business Continuity Plan/EMT & RCT contacts for GV AustraliaMaintenance and administration of GV allocated car parking register at Nexus CourtPoint of contact for facilities and OH&S issues for GV AustraliaExperience (essential/desired)Advanced in MS Office suite (Word, Excel, PowerPoint, Outlook)Ability to manage multiple projects concurrentlyEffective time management skillsExcellent verbal and written communication skillsAbility to communicate and interact at all levelsProfessional presentationDemonstrated excellence in customer serviceQualifications / Professional/Technical SkillsStrong interpersonal, communication and negotiation skillsExceptional corporate representationExcellent people management skillsAbility to work autonomously, employ initiative to find solutions, prioritise and exercise discretionExcellent organisation and administration skillsA proactive and flexible work approachAbility to liaise at an executive level and to work under pressureHigh attention to detailResults oriented and a team playerSignificant experience in a similar level position in a corporate organisationBasic business accountingConcur, E3 Lumina, SharePoint 2010, Microsoft Lync & Live Meeting

Created: 2026-02-02