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Executive Coordinator

19/04/2024
17/05/2024
Permanent - Full Time
Sydney office
Shared Services

Are you ready to take your organisational and coordination skills to the next level? Do you thrive in fast-paced environments where no two days are the same? If so, we have an incredible opportunity for you to join our growing amazing team as an Executive Coordinator! 

As a key support person to members of our executive team, you'll be at the forefront of driving efficiency, productivity, and success. You'll work closely with our executives, broader leaders and the People and Culture Team, providing crucial support to ensure their days run smoothly and our company achieves its goals. 

The role will focus on executive support and people and culture, projects and events administration and coordination. Approximately 60% of the role will be focused on supporting 2-3 Executives; with the remaining 40% of the time dedicated to administration and support activities. 

Job Description

Key Accountabilities 

  • Executive support – Proactively manage calendars, inboxes and meetings to ensure executive effectiveness. Ensure diaries are planned ahead each week, ensuring there are no overlapping meetings, make sure there are sufficient breaks and meetings are set with a clear aim, agenda, chair, attendees, actions, meeting rooms and desired outcome. Set and maintain processes to support organised inboxes, making sure emails are filed, actions clearly tagged and escalations managed; including during busy or leave periods.   

  • Calendar, Events and Operating Rhythms– Create and maintain the annual calendar, actively drive the implementation and communication of cyclical rhythms and coordinating NobleOak events to drive our culture, values and behaviours throughout the business. 

  • Stakeholder Management – Act as a professional point of contact for enquiries from both internal and external stakeholders; address key enquiries where possible and escalate/ coordinate resolutions to others. Present updates at Huddle as appropriate.  

  • Recruitment and HR Administration support – Complete specialised HR administration including management of the P&C inbox, response to employee queries and questions, preparation and distribution of all staff communications, and general support to onboarding and offboarding administration. Contribute to P&C projects and initiatives and learn from specialists within the team.     

  • General Administration – Provide assistance to the designated executives, broader leadership and the People and Culture team. This may include writing letters and internal/external memos, building and formatting presentations and reports, expense reimbursements, travel arrangements, contribution to project and implementation actions etc.  

  • Committees – Contribute proactively as a key member of designated employee and leader Committees (i.e. WHS Committee, Social Committees, Middles Group or Leadership forums to ensure excellent implementation of activities, minute taking and execution of the strategy.  

  • Office Management – While Office Management sits in a separate role the Executive Coordinator may need to proactively provide assistance to ensure smooth operations and cover periods of leave.    

  • Delivery focus – Strive to exceed all metrics and KPIs while providing excellent consistent customer service and supporting a positive employee experience 

  • Culture Champion – Like all NobleOak roles, this role must be a strong ambassador and champion of the NobleOak high performance culture and brand values. Always displaying positivity, energy and integrity, taking responsibility for actions and building on a positive and engaging diverse team dynamic.  

Desired Skills and Experience

Capabilities 

  • Strong sense of initiative, proactiveness and a relentless focus on delivering good outcomes. 

  • Outstanding organisational skills and meticulous attention to detail. 

  • Highly flexible, creative problem solver, with a strong ability to multi-task.  

  • Proven ability to maintain strict confidentiality  

  • Excellent oral and written communication skills. 

  • Ability to influence leaders to enhance productivity and effectiveness 

  • Ability to prioritise tasks and execute multiple projects simultaneously. 

  • Ability and desire to work independently, autonomously and within a fast-paced collaborative environment 

  • A self-starter with a positive, can-do attitude – able to anticipate stakeholder needs and contribute strategically. 

  • Flexible and able to meet changing work needs and demands. 

Experience & Qualifications 

  • A minimum of three years’ relevant work experience in a fast paced, change oriented environment. 

  • Experience creating presentations and drafting documents. 

  • Experience presenting and communicating with a wide range of stakeholders.  

  • Undergraduate degree or equivalent experience ideally in HR, Commerce or Communications. 

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