Executive Assistant

This role is responsible for providing high-level administrative support to two (2) members of Latitude’s Executive Committee (ExCo). The role will primarily support the EGM - Pay and EGM Strategy & Transformation.

You will be involved with managing the relevant EGM’s busy schedules, coordinating meetings (internal and external), co-ordinating communications, and performing a variety of office tasks to ensure the smooth operation of the ExCo member’s office. It requires regular and confident interaction with both internal and external stakeholders and is required to maintain a high level of professionalism and discretion in a fast paced and dynamic environment.

This relationship is viewed more as a partnership. One that thrives on constant and effective communication by both parties throughout the day.  This business moves fast, therefore the requirements of the EGMs can and will differ from time to time and the ability to pivot quickly, work well under pressure and be adaptable is necessary. 

Looking for someone who wants to add value and make an impact outside of the traditional transactional responsibilities of an EA. Your opinion and contribution to the Leadership team will be expected and respected. Therefore, confidence and experience to participate in broader conversations with your EGM and wider Leadership team will be highly regarded.

In this role, you’ll be responsible for:

• Proactive management of executive(s) diary and day to day activities while communicating changes in a timely manner
• Forward planning, providing monthly and quarterly views
• Maintain operating rhythm calendar and events, such as Town Halls
• Manage the monthly communications cadence across month end results, newsletter content, monthly business reviews and any associated team communications
• Produce correspondence, presentations and reports both of a general and confidential nature
• Manage logistics of meeting, setup rooms, book equipment, both internal & external; & coordinate agenda’s, minutes and other relevant information
• Proactively manage emails (including follow up of sent items) by responding, actioning or re-directing where appropriate
• Manage incoming and outgoing communication, ensuring it is responsive, welcoming and effective
• Manage all travel and accommodation requirements to ensure travel is in line with budget and according to company policy
• Co-ordinate onsite/offsite conferences, meetings, functions and events including travel, accommodation, catering and venue requirements; Including end to end management, procurement, external vendors, communications, EH&S requirements and initiatives to improve impact and quality of events
• Manage activities related to purchase orders and expense reimbursement as well as coordinate enterprise level requirements such as Risk and Compliance activities in an efficient and timely manner
• Prepare meeting agendas on behalf of executive(s), ensuring agendas are always clear and distributed in a timely manner. Take minutes of meetings and distribute as required
• Print and bind executive packs in a timely manner
• Coordinate, and prepare for board meetings

About You:

• 7 years+ administrative support, senior executive assistant or in other secretarial position
• Previous experience as executive assistant to a ‘Senior Executive’ role
• Experience in Board management, preparation and coordinator
• Excellent knowledge of MS Office
• Excellent MS PowerPoint skills
• High level of competence using office equipment such as conference phones, video conference, scanners, etc.
• Exemplary planning and time management skills
• High level verbal and written communications skills
• Flexibility, initiative, proactivity and autonomy
• Excellent interpersonal, communication and negotiation skills with the ability to effectively interact with all levels in the organisation
• Discretion and confidentiality
• Good energy levels with a can-do attitude

Sometimes the best candidates don’t have 100% of what is listed above, but if you have most and are confident, you’d be a good fit, we’d love to hear from you!

• Recognition @ Latitude: Education support, Better giving programme with charity partners, Latitude matches dollar for dollar and Community partner days
• Flexibility @ Latitude: Flexible work arrangements - balance work and personal responsibilities, Hybrid set up - work from home & the office, 3 Days paid volunteer leave annually, paid community service leave, paid compassionate / bereavement leave.This role will be Melbourne based and working 3 days in our office
• Yearly salary reviews.

Sound like you? That's a good sign! In return for your energy and ideas, we offer a flexible working environment and great compensation. We always support a safe, healthy, engaging, and productive working environment for all employees and workers, whether that be in your home and office, or a combination of both.

We're Latitude, partners in money Latitude may seem like the new kid on the block, but it's taken us almost a hundred years to become an overnight success. Digital payments, cards, loans are what we offer - but what we really are is a platform that helps people shop and live better. Always living and breathing our values. Take ownership, Win together, Pursue excellence, and Create tomorrow

Successful applicants will be required to complete a background check (including criminal history and bankruptcy check) prior to commencement of employment. Only open to Australian or New Zealand Permanent Residents or Citizens.