Executive Assistant to the Managing Partner

This is a new position for an Executive Assistant to the Managing Partner (MP), to work in our North Sydney office.

The overall focus of the role is to:

• Enhance the efficiency, effectiveness and culture of Prolegis to serve the charity and philanthropy sector through support of the MP and the firm’s plans and priorities.
• Enable the MP to focus more time on client relationships and service, team development, business planning, and key projects.

Position Summary:

The responsibilities of the role involves:

• Act as the point of contact for the MP among partners, team members, clients and other external partners.
• Manage and direct enquiries and correspondence.
• Be pro-active in support of the MP’s setting, management and follow-up of his own priorities.
• Follow up direct and other reports of MP in relation to their key priorities and tasks.
• Manage information flow in a timely and accurate manner – including anticipate, inform, advise and escalate emerging, important and sensitive issues.
• Manage the MP’s calendar, and set up and follow-up meetings.
• Take minutes and notes during Partner and team meetings.
• Make travel and accommodation arrangements for the MP.
• Co-ordinate and/or lead internal projects.
• Prepare information for internal and external communication – memos, emails, presentations, reports etc.
• Research and gather information as needed to assist the MP in the sound planning, management and leadership of the practice.
• Role model compliance with the firm’s key operational systems and procedures.
• Organise or otherwise support programs, events, meetings and conferences, including, where required, arranging facilities and caterers, issuing information and invitations, coordinating speakers and controlling the relevant event budget.

Qualifications and skills:

The ideal candidate will demonstrate high levels of integrity, humility, accountability and reliability as a team player and alignment with Prolegis’ vision and values to support the charity and philanthropy sector.

Specifically, we are looking for a candidate who can demonstrate:

• • • Previous work experience as an EA or PA in a similar role, and sound understanding of administrative functions and professional office practices:
      • Self-starting and strong sense of personal responsibility with the ability  to work independently and exercise initiative but with the judgment to  know when to seek guidance.
      • Outstanding organisational and time management skills.
      • An ability to pay attention to detail, while maintaining a flexible and  resourceful approach to multi-tasking and managing workload.
      • High levels of discretion and the ability to maintain strict confidentiality
    • Sound technology competence – quick and willing learner with excellent MS Office knowledge (especially Word and Excel) and confidence and skills in trouble-shooting simple IT issues.
    • Strong interpersonal skills, including a deep commitment to client service, humility and the abilities to learn quickly and, work and communicate effectively with colleagues across both offices and with clients at all levels and providing support in a fast-paced environment:
      • High levels of emotional intelligence and ability to understand, and work with a diversity of multiple stakeholders including various faith-based organisations.
      • Self-confidence and the ability to challenge and ‘push’ key stakeholders, including the MP, in a highly constructive and professional manner.
      • A style of engagement with colleagues that encourages collaboration and openness.
    • Ability to collect, analyse and present information orally or in writing in a meaningful manner:
      • Excellent attention to detail with the ability to multi-task, prioritise demands and meet deadlines under pressure.
      • Excellent verbal and written communication skills – including effective listening, presentation and influencing skills.