Nepean Conveyors Executive Assistant to CEO Job Vacancy in Australia

This role is a true one-on-one role supporting the
CEO of an established family company. NEPEAN is a privately owned engineering,
mining services and industrial manufacturing organisation employing ~1000
people across five countries. NEPEAN has four divisions, Engineering &
Innovation, Building and Infrastructure, Mining and Transport. NEPEAN Products
include underground mining equipment, building products, aircraft pushback
tractors, and portable lighting towers.

The main purpose of this position is to partner
with this energetic and inspiring CEO to address the unique needs of the
organisation and at the same time provide high level coordination and
administrative support to both the CEO and the wider Leadership Team.

Duties and Responsibilities

CEO diary management and co-ordination of
meetings. Use of judgement to ensure the CEO’s day is not overcrowded
but that the best use of his time is made.
Email management for the CEO including canvassing
and responding to enquiries and ensuring urgent matters are brought to the
CEO’s attention as soon as possible. This includes determining the
important emails requiring the CEO’s attention vs the emails that can be
deleted / filed / answered by you.
Managing travel bookings and itineraries on
behalf of the CEO, other members of the Executive Team and the CEO’s
family as required. Including domestic and international travel,
accommodation bookings, taxi / car hire booking etc.
Task completion and execution on behalf of the
CEO. Have the ability to keep up with a broad portfolio of businesses,
projects and people.
Preparation of correspondence, presentations,
reporting and distribution of documentation (to Board level)
Collect data and compile special reports,
particularly those of a confidential nature.
Attend Board and other meetings as required.
Preparation for these meetings including preparing agendas, booking and
setting up meeting rooms, organising catering, arranging travel, preparing
& distributing minutes.
Welcome visitors and identify priorities and
the level of urgency of unscheduled visitors, determine whether to
interrupt CEO or arrange future appointments as appropriate.
Maintain all confidential files and documents.
Communicate directly with CEO direct reports
and assist them on matters pertaining to their operations.
Use discretion in CEO’s absence to refer
urgent matters to the appropriate senior executive and inform CEO of
important developments.
Project Management assistance as determined by
CEO.
Representing the CEO internally and externally
as needed.
Have the ability and confidence to write
reports..
Support the Executive Team when your time
allows. Provide such support as booking travel, advising them of
outstanding board actions, administrative duties such as filing,
photocopying etc and general support to enable the Executive Team to
achieve the objectives of the business.

Personal Attributes

To be successful and shine in this role, you will:

Be a hard worker and have the energy to go the
‘extra mile’.
Have confidence in your work and in yourself.
Be intelligent.
Have good judgement and the confidence to use
this judgement when making decisions in the role.
Be flexible, as this role works between
several offices across Sydney, you will need to have the flexibility to
travel to and between each of these offices.
Need to be calm, low maintenance and be cool
under pressure – this can be a very demanding role, with multiple
deadlines at the same time. So it will be a great attribute if you are
able to control your emotions in these high-stress times.
Need to have an easy-going nature. This is
imperative as you will be dealing with people from all levels of the
organisation, as well as external clients etc.
Be approachable. Being the first point of
contact for the CEO’s office, people need to know that you are
approachable. You need to be warm to all people in the company but be able
to exercise a balance between being able to say ‘No’ in a friendly way vs
there being a complete lack of access to the CEO.
Be proactive – do tasks without being asked
and develop the ability to know what the CEO wants before it is asked for.
Be a self-starter and be able to work just as
efficiently when the CEO is out of the office as when he is in the office.
Understand the importance of confidentiality.
In this role, you will be privy to a lot of confidential information. It
is important you understand and respect this.
Always act in a highly professional manner.
Have professional presentation and appearance.
Having a great memory and the ability to
recall information when needed.
Being able to manage conplex projects.

Skills & Experience

Advanced Microsoft Office Skills
Proof-reading
Task and Diary management
CRM Experience desirable
Excellent spelling, typing and grammar
Excellent communication skills, both oral and
written
Ability to prioritise and coordinate multiple
tasks
Strong initiative and confidence to make
decisions

This is a challenging and rewarding role.
It was a great step in my career, working in a company and for a CEO who
has supported me over the past couple of years, enabling me to take the
next step in my career. I am looking for a superstar replacement as I want to
make sure the CEO is well-looked after once I move on. As well as this, I am
passionate about the ongoing success of this company, hence the reason I am
writing this ad and undertaking the recruitment process personally.

If you are interested in this opportunity, please
send a copy of your resume and any other documentation which you believe
supports your application to careers@nepean.com – Please put your name and
‘EA Application’ in the Subject line of your email.

I appreciate and acknowledge the effort required to
submit an application. Due to time restraints, I will be contacting
shortlisted candidates only within two weeks.