Executive Assistant

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Your impact

Thriving communities. Healthy cities. A brighter future. What we do is more than a job, we work every day to make the world better for all. These complicated issues require flexible, integrated thinking. Our cities’ long-term success depends on solutions that leverage forward-thinking models, the latest technology and creative public-private partnerships.

We are currently looking for an Executive Assistant. The purpose of the Executive Assistant role is to provide a high level of general and administrative support to 1 or potentially 2 senior members of the ANZ Growth & Sales leadership team (i.e. Market Directors with some support provided to their direct reports). The Executive Assistant takes care of all organisational matters within their remit, so that the Market Director (MD) can focus on key business deliverables.

Key Responsibilities

• Proactively managing the MD’s email inbox and calendar
• Drafting and proof-reading emails, letters and communications for internal and external audiences
• Alerting the MD to any outstanding actions and approvals that may require their attention
• Preparing reports, presentations, internal memos and notes, albeit leveraging and facilitating the use of GID Share Services where applicable
• Coordinating and assisting the Market Director with CRM and Salesforce tools for approvals, report generation, and presentation creation
• Maintain a filing system including commercially sensitive and confidential information
• Travel bookings, approvals and expense claims
• Preparing meeting agendas and meeting minutes
• Organising key meetings or workshops including client meetings
• Supporting Sales and Marketing activities and events where required
• Act as the point of contact among executives, employees, clients, and others
• Attend to calls and respond to emails interfacing with clients
• Supporting other EAs/support staff when required (i.e. during staff shortages, absence or very busy periods)
• Liaising with Office Managers and Facilities with respect to general office matters and supplies, deliveries etc
• Helping to co-ordinate the on-boarding of all new starters and any HR related matters
• Support the MD and their leadership team in liaising with Clients for meetings and events
• Where necessary, meeting Clients ahead of meetings / workshops and ensuring rooms are clean/set-up and refreshments provided
• Organise venues and hospitality for visitors etc
• Arrange corporate social events in coordination with stakeholders
• Supporting strong delivery service to clients including tender documents, CV’s and other miscellaneous proposal work where necessary
• Undertaking any other administrative duties as directed by the MD
• Provides a bridge for smooth communication between the Market Director and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff
  
  
  

Other Key Skills And Requirements

• Ability to maintain strict confidentiality and positively contributes to the team and office morale
• Good pro-activity and initiative – does not always need to be told what to do and demonstrates a committed and flexible work ethos
• Ability to prioritise workload and to work under pressure and to deadlines
• Produces high quality and accurate reports, emails, presentations and other documentation
• Team player who is comfortable working both with others and alone
• Can liaise with others at all levels of the organisation and build effective internal and external networks
• Able to readily upskill and train others
• Ability to identify business improvement opportunities and proactively solve problems
• Financial acumen to manage invoices and interpret financial data
• Excellent verbal and written communication and ability to “think outside the box” and generate and implement creative solutions
• MS Office skills and hands-on graphics and high-end presentation skills
  
  
  

Here's what you'll need

• Bachelor’s Degree
• Minimum 8 years of experience as EA / Admin or business assistant to a Senior business leader
  
  
  

Jacobs. A world where you can.

From our inclusive employee networks, to our positive mental health champions – we’re committed to driving a culture of caring where you can be you. Joining Jacobs not only connects you locally but globally - and together, our diverse perspectives and unique backgrounds power our collective strength. We collaborate and share! By supporting one another, we all succeed.

With safety and flexibility always top of mind, we’ve gone beyond traditional ways of working so you have the support, means and space to maximise your potential. You’ll uncover flexible working arrangements, benefits and opportunities to do good too – from participating in our global giving and volunteering program, to exploring new and inventive ways to help our clients make the world a better place. No matter what drives you, you’ll discover how you can cultivate, nurture and achieve your goals – all at a single global company.

Start your Jacobs career with a company that inspires and empowers you to deliver your best work so you can evolve, grow and succeed – today and into tomorrow.   

Please note If you are being represented by a recruitment agency you will not be considered, to be considered you will need to apply directly to Jacobs.

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Locations

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