Executive Assistant – CFO and GM Finance Full Time

About the job

About Us

At Officeworks we make bigger things happen. Our customers, our team, and our community are our heart and soul. And if our brilliant people have taught us anything, it is that we can do all kinds of incredible things, each and every day.

Fast paced. Innovative. Inspiring. With more than 8000 team members and a national footprint of more than 168 retail stores Australia wide – we’re focused on delivering a wide range, low price and great service. We’re about inspiring new ideas and thinking outside the box. We’re about kicking goals, having a laugh and pushing each other. We are about being rewarded and supported. We’re about teaching a customer something new and supporting the community. We’re about making a difference.

About The Role

We are seeking an Executive Assistant (EA) to provide executive support including administration and company secretarial assistance to our CFO and GM Finance. The role will also provide support to the wider CFO leadership team (Strategy, Property, Risk & Compliance, Legal and Corporate Affairs & ESG). Key responsibilities include:

• Proactive day to day management of administration requirements such as email inbox, calendar / meeting invites, opening mail and managing to do lists / follow up actions, to ensure timely and efficient response to correspondence and closure of tasks, including drafting responses and pro-actively seeking additional information.
• Ensure all communication, planning schedules, appointments, meetings, reports, travel and associated tasks are recorded for tracking and booking purposes and are well organised.
• Maintain systems and processes that promote forward planning and to ensure the CFO and GM have the appropriate documentation, reports and associated information for meetings and appointments.
• Providing Board and Audit & Risk Committee Company Secretarial support, including quality control of papers, adherence to Board protocols / standards and uploading of committee / meeting papers, agendas, minutes and relevant supporting papers into Diligent Boards.
• Manage and prioritise workflows to ensure that reports and correspondence and other matters are dealt with in a timely manner and follow up actions delegated to, and by, the CFO / GM.
• Book travel and related arrangements in accordance with Company Policy.
• Administer expense processing, including scanning of receipts, coding and monthly reconciliations.
• At times the role will be required to support the CFO, GM and wider team, such as coordinating and organising team events / meetings (including catering, meeting set up and venue hire) as well as on occasions covering for absences in the broader EA community.

We operate a hybrid working environment at Officeworks – your week will include a combination of working at our new Corporate office in Chadstone (ideally at least 3 days per week) as well as working from home (WFH).

About You

The successful candidate for this EA opportunity will possess the following attributes:,

• Extensive experience in providing high level C-Suite support at Executive Assistant level in a fast-paced corporate environment, ideally with a minimum of 8 years experience;
• Strong organisational skills and planning skills with the ability to balance competing demands to prioritise and achieve deadlines.
• The ability to be curious, show initiative and proactively resolve issues as they arise.
• Excellent organisation, communication and listening skills and the ability to build rapport quickly with all stakeholders.
• Exceptional attention to detail when it comes to booking travel, managing financial budgets and reconciling expenses.
• A track record of managing the busy schedule of an Executive(s) to ensure the appropriate balance for those they support between time for forward looking activities, people related activities, planning / reflection time and administrative tasks.
• Demonstratable understanding of confidentiality, discretion and diplomacy working with an executive team.
• Proficient in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel and Teams), Adobe Acrobat and Diligent Boards (or equivalent).
• High level of resilience and a flexible approach to work demands including responsiveness to fluctuating workloads.

Our culture

We Celebrate Our Teams’ Uniqueness By Offering The Below To The Officeworks Family

• It’s all in a day’s work when you’re part of the Officeworks community – where you’re not defined by who you are, but what you can do.
• An inclusive, diverse, and supportive environment.
• Flexible working arrangements to best support your individual needs.
• A key focus on wellbeing and safety.
• Generous discounts at Officeworks, Geeks 2 U, Bunnings, Kmart, Target and Catch.
• Ongoing training and development opportunities to progress your career.
• Industry leading Growing Families policy

At Officeworks, we operate best when our team represents the communities we serve. We proudly commit to providing a safe and supportive work environment for everyone. We actively encourage applications from all candidates, including Aboriginal and Torres Strait Islander peoples, the LGBTQI+ community and people with disabilities.

Officeworks is a ‘Circle Back Initiative’ employer – we commit to respond to every applicant.

Tagged as: executive assistant