Job Description
Defined by our proprietary research, engineering-based approach, and reputation for excellence, FM offers a workplace culture that’s as supportive and inclusive as it is innovative and inspiring.
We have an exciting career opportunity available for an experienced administration professional as an 'Executive Assistant'. This is a full time, permanent role based in our Melbourne Office. This position will report to and support the Senior Vice President Asia Pacific and the Division Leadership team.
This role works under minimum supervision, independently using considerable judgment and initiative to handle all executive administrative functions on behalf of the executive. The EA is expected to:
Mindfully & proactively manage calendar and all meetings, competing priorities and travel planning, logistical support for meetings, technology resource, project and budget work.
Support all aspects of event management and meeting logistics for executive and senior management level meetings, client events, and the Asia-Pacific Advisory Board.
Administer the Asia-Pacific Advisory Board, including booking meetings, hotels, rooms, travel arrangements, processing travel reimbursements for board members, and handling general administration tasks using the Diligent portal.
Compose general correspondence for messaging from the Division Leadership to Division Staff.
Prepare documents, letters, and reports using various technologies
Manage travel expense reporting for Division Management team members.
Coordinate Division Leadership Team meetings, including booking meeting rooms, arranging catering and managing agendas
Manage workload, balancing multiple priorities, accommodating global time-zones and meeting deadlines.
Anticipate and prepare materials by the manager for conferences, correspondence, meetings, telephone or video conferences, etc.
Manage Melbourne Office and Supervise Melbourne Receptionist
Collect, compile, and analyse moderately complex data and information; may prepare reports using more advanced applications of spreadsheet and/or database software.
Collaborate with and provide back-up to Operations Executive Administrative Assistant as needed.
The candidate will be required to travel to Sydney one to two times per year
High School diploma or equivalent; degree qualification preferred
8+ years of administrative experience supporting executive or senior management;
Solid technical knowledge of MS Teams, PowerPoint, Word, Excel, Teams, OneNote, and Outlook email to assist managers in preparing, distributing presentations and communications. Be the go-to person to resolve and troubleshoot any issues.
Highly refined communication skills (written and verbal).
Good interpersonal skills: ability to handle highly confidential and sensitive information and material.
Confident and acumen around dealing with executive level of FM, client, and brokers
Experience in meeting coordination and event planning, calendar and travel management, and resilience in a fast-paced, changing environment
Nice to have:
Familiarity with the Diligent platform
What is on offer:
Career development and training opportunities
Supportive and collaborative team environment
Tuition reimbursement,
Rich health and well-being programs,
Volunteer days and so much more!
Excited about this role, but not sure if you meet 100% of the criteria? We would still love to hear from you!
FM is an Equal Opportunity Employer and is committed to attracting, developing and retaining a diverse workforce. If you are interested in learning more about FM, our culture and some of our initiatives, please visit the links below:
FM Website
Insure Your Career at FM
FM - LinkedIn
You must have the right to work in Australia to be considered for this role (Australian citizen, permanent resident, NZ resident).
We have an exciting career opportunity available for an experienced administration professional as an 'Executive Assistant'. This is a full time, permanent role based in our Melbourne Office. This position will report to and support the Senior Vice President Asia Pacific and the Division Leadership team.
This role works under minimum supervision, independently using considerable judgment and initiative to handle all executive administrative functions on behalf of the executive. The EA is expected to:
Mindfully & proactively manage calendar and all meetings, competing priorities and travel planning, logistical support for meetings, technology resource, project and budget work.
Support all aspects of event management and meeting logistics for executive and senior management level meetings, client events, and the Asia-Pacific Advisory Board.
Administer the Asia-Pacific Advisory Board, including booking meetings, hotels, rooms, travel arrangements, processing travel reimbursements for board members, and handling general administration tasks using the Diligent portal.
Compose general correspondence for messaging from the Division Leadership to Division Staff.
Prepare documents, letters, and reports using various technologies
Manage travel expense reporting for Division Management team members.
Coordinate Division Leadership Team meetings, including booking meeting rooms, arranging catering and managing agendas
Manage workload, balancing multiple priorities, accommodating global time-zones and meeting deadlines.
Anticipate and prepare materials by the manager for conferences, correspondence, meetings, telephone or video conferences, etc.
Manage Melbourne Office and Supervise Melbourne Receptionist
Collect, compile, and analyse moderately complex data and information; may prepare reports using more advanced applications of spreadsheet and/or database software.
Collaborate with and provide back-up to Operations Executive Administrative Assistant as needed.
The candidate will be required to travel to Sydney one to two times per year
High School diploma or equivalent; degree qualification preferred
8+ years of administrative experience supporting executive or senior management;
Solid technical knowledge of MS Teams, PowerPoint, Word, Excel, Teams, OneNote, and Outlook email to assist managers in preparing, distributing presentations and communications. Be the go-to person to resolve and troubleshoot any issues.
Highly refined communication skills (written and verbal).
Good interpersonal skills: ability to handle highly confidential and sensitive information and material.
Confident and acumen around dealing with executive level of FM, client, and brokers
Experience in meeting coordination and event planning, calendar and travel management, and resilience in a fast-paced, changing environment
Nice to have:
Familiarity with the Diligent platform
What is on offer:
Career development and training opportunities
Supportive and collaborative team environment
Tuition reimbursement,
Rich health and well-being programs,
Volunteer days and so much more!
Excited about this role, but not sure if you meet 100% of the criteria? We would still love to hear from you!
FM is an Equal Opportunity Employer and is committed to attracting, developing and retaining a diverse workforce. If you are interested in learning more about FM, our culture and some of our initiatives, please visit the links below:
FM Website
Insure Your Career at FM
FM - LinkedIn
You must have the right to work in Australia to be considered for this role (Australian citizen, permanent resident, NZ resident).
💡 Quick Summary
Seeking a career-building opportunity? The Executive Assistant position is now open for candidates interested in the Event Management Jobs sector. This role in Melbourne offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Event Management Jobs is a plus.
