Executive Assistant (6 Month Contract)

Description:

About the Role

This is a unique opportunity for a highly energetic and experienced Executive Assistant to provide part-time support to assist the current Full Time Executive Assistant of the Group General Managers of Dotti, Jacquie E and Portmans for a 6-month limited contract period.

As an Executive Assistant, you will play a critical role in enabling the Executives to focus on strategic decision-making and managing their responsibilities effectively. You will serve as a trusted partner, ensuring they operate efficiently and smoothly.

This role will be 2 days per week on a Thursday and Friday, located at our Support Office on St Kilda Road Melbourne, this role will include but not be limited to the following responsibilities:

• Calendar and schedule management: Coordinate and manage schedules, including arranging meetings and appointments; assisting with the coordination of all travel arrangements; prioritise and schedule events while considering their availability and commitments
• Communication and correspondence: Assist with the management of incoming emails, calls, and messages; draft and prepare correspondences, memos, assist with PowerPoint presentations, and printing of reports; maintain communication channels with internal and external stakeholders.
• Meeting facilitation: Organise, prepare agendas, and take minutes for meetings; coordinate logistics, including venue, equipment, and refreshments; follow up on action items and ensure timely completion
• Information management: Gather, organise, and maintain working files, including all confidential and sensitive information, documents, and records related to the company’s activities; ensure easy accessibility and retrieval of information as needed
• Relationship management: Build and maintain positive relationships with internal and external stakeholders, such as Board members, senior executives, clients, and external partners; serve as a point of contact for inquiries and requests
• Confidentiality and discretion: Handle sensitive and confidential information with utmost professionalism and maintain a high level of discretion
• Team Co-ordinator: Support the Dotti, Portmans and Jacquie E head office teams with office maintenance queries, team get togethers, team sample sales and team meeting room management
• Miscellaneous tasks: Handle miscellaneous tasks as assigned, which may include, expense management and other administrative duties

Skills & Experience

• A minimum of 2 years of relevant experience in a similar Executive Assistant role in a fast-paced retail or service business
• You can work with limited direction, applying judgement, logic and maintaining confidentially and discretion appropriately
• You have good written and inter-personal skills and can complete tasks on time and to a high standard
• You are proficient in the use of Microsoft suite of applications and associated technology to provide support at an executive level
• You are a team player, who successfully builds and maintains relationships with internal staff, and diverse range of external stakeholders
• You are experienced at time management and prioritisation, have an eye for detail and don’t get flustered when faced with multiple and a competing requests and requirements
• You work collaboratively, are solution seeking with a focus on positive corporate outcomes

Perks

• Generous staff discount and access to our sample sales
• Central office location based on St Kilda Rd, with direct access to the picturesque Fawkner Park
• Work closely within a high performing, supportive and collaborative environment
• Engage in continuous learning and development programs to enhance your skills and foster personal and professional growth
• Coffee lover? Indulge in daily subsidized coffee and food options at our onsite café