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Position Description – Executive Assistant - Prepared by Livingstones 1

Position Description

Executive Assistant

Livingstones

May 2016

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Position Description – Executive Assistant - Prepared by Livingstones 2

Position Purpose

Executive Assistants provide high quality support services to professional staff of Livingstones.

The role manages the administrative functions of the professional team and takes responsibility for the management of all team activities.

EA are expected to develop strong cooperative working relationships with internal and external clients in order to provide Best Imaginable People Solutions Possible.

Executive Assistants form part of the Company’s support team and provide broad organisational assistance as required.

This is a highly client focused role, attending to the needs of internal and external customers.

Key Responsibilities

Team Support

• Proactively co-ordinate team to maximise client service delivery

• Create and maintain team systems and practices to promote client service delivery and minimise inefficient practices

• Track milestones on projects and work with team members to achieve milestones

• Amendment, collation and distribution of written communication, including typing and formatting

• Calendar management

• Liaison with clients and other stakeholders

• Co-ordination of travel arrangements

• Database management, including creation and maintenance of client and contact records

• File management, including creation, maintenance and archiving of files, ensuring that confidential, up-to-date and accurate electronic and hard copy records are maintained.

• Coordinate invoicing activities for team, including final production of invoices, recording disbursements

• Proactively monitor team debtor reports

• Attendance at meetings and taking of minutes

• Proof reading of various documents such as proposals, advices, reports, briefs to counsel and other documentation to ensure brand style requirements are met

• Ensure that QA policies and procedures are followed consistently across the team.

• Proactively work with team members to anticipate support needs and minimise consultant administrative functions

• In time critical situations, where outsourcing of work is not possible provide overflow assistance to the Document production expert.

• Other general administrative functions

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Office Support

• Provision of organisational-wide administrative and support functions as required

• Occasional reception relief

• Staff meeting minutes

General

• Develop and maintain collaborative relationships with internal and external stakeholders and clients to ensure effective and efficient delivery of administration and support services.

• Any other duties or tasks as directed or required from time to time

Reporting Relationships

Executive Assistants report to the Business Services Manager.

Executive Assistants have daily contact with all members of their professional team and will receive instructions from them on client and other matters.

Executive Assistants will receive direction from the Business Services Manager when organisational needs require co-ordination of resources across the office.

Skills and Abilities

• Excellent personal organisation and time management skills including the ability to prioritise work, manage competing demands and meet deadlines

• Excellent written and verbal communication skills, and regularly confirms correct interpretation via the instigation and retrieval of feedback

• Excellent customer service skills, including the ability to engage with people across a broad spectrum of backgrounds in a professional manner and a willingness to undertake what is required to ensure client satisfaction

• High attention to detail and accuracy in all output

• Demonstrates initiative and pro-activity in providing assistance to the team and support to the organisation

• Proven ability to maintain client and organisational confidentiality

• Excellent personal presentation skills

• Well developed problem solving skills and the ability to be flexible, in order to meet client and organisational outcomes.

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Position Description – Executive Assistant - Prepared by Livingstones 4

Technical Ability/Knowledge

• Excellent communications and influencing skills

• Intermediate MS Word, Outlook, PowerPoint; beginner to intermediate MS Excel and beginner to intermediate MS Visio.

• Ability to effectively use Microsoft and Mac operating systems

• Demonstrated ability to rapidly learn and effectively use and educate team members on all relevant systems

Qualifications

• Current drivers license

Experience

• Prior experience is not required, however experience in an executive assistant/senior administration role, and particularly in a professional service environment, would be viewed favourably.

Other Attributes

• Team player who can work independently, but willingly assists wherever needed

• Possess confidence, influencing skills and good judgment

• Operate in a professional manner

• Act honestly and ethically

• Promotes a positive workplace culture

• Demonstrates loyalty and commitment to the Company

Additional Requirements

• Out of hours work may be required

• May be required to drive

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