Project Manager & Executive Assistant

Sodexo is a people business, employing over 400,000 people worldwide and thousands in Australia. Our hospitality all-rounders play a key role in keeping our sites functioning and well-maintained for village residents' safety, comfort, and well-being. Working with Sodexo is more than a job; it’s a chance to be part of something greater because we believe our everyday actions have a big impact.

The position is responsible for providing administrative and broader team support to the  Director Operations - E&R National and where required the broader GAU & MW Leadership Team. 

As Executive Assistant they are to provide proactive administrative support as required by management in an agile environment. This includes coordinating meetings, preparing reports, managing invoices and expenses, and coordinating travel as required with precision and high attention to detail, and proactive engagement. 

Additionally, the role will be required to manage, align and direct the Operation Support Leads. This includes proactively managing a time-based approach to the team, maintaining and driving the closure of tasks and actions by team members. 

Importantly, this role will need to operate with autonomy in understanding the objective and goal in supporting the GMs they support and working independently to support these goals. As an example, this will include working with leaders within the portfolios to drive the completion of tasks in alignment to a common structure, timeline and quality within the portfolio. 

Executive Assistant

• Organise and co-ordinate key team meetings, participate openly in broader team members to ensure the meeting is delivering value and is aligned to its objectives. Take ownership for minute taking and actions within meetings, ensuring timely close out by action owner.
• To provide administrative support in the preparations of emails, memorandums, letters, reports and PowerPoint presentations to the Executive team as required.
• Provide support as directed by the Executive Team.
• To maintain confidentiality at all times of all sensitive company information.
• Provide occasional administrative support to other departments as required.
• To provide administration support to visiting company personnel.
• Support the leaders within the Leadership Team
• To organise client appointments for the Executive team as required.
• To organise all travel and accommodation for the Executive team and as and when required for senior manager/support team members.
• Assist with organising conferences and workshops.

Project Management

• Develop and implement program strategy aligned to business objectives.
• Establish program governance, reporting frameworks and success measures.
• Monitor program performance, risks, issues and dependencies.
• Provide recommendations and insights to senior leadership.
• Ensure compliance with organisational policies and standards.
• Lead end-to-end delivery of multiple interconnected projects.
• Develop and maintain program plans, timelines and milestones.
• Coordinate resources, budgets and priorities across workstreams.
• Manage risks, issues and change requests.
• Ensure delivery outcomes are achieved within agreed scope, budget and timeframes
• Develop and execute communication and engagement plans.
• Drive organisational change and adoption of new processes or systems.
• Prepare and distribute program updates and executive reports.

Competencies

• Technical Skills: Proficient in Adobe Products, Microsoft Office Suite, Microsoft SharePoint, Microsoft Visio.
• Capabilities: Possesses clear logical thinking skills and the ability to handle tasks methodically with proactive mindset, strong Active Listening skills and Attention to Detail are critical in this role along with the ability to work independently, collaborate with employees at all levels, and support team to achieving company priorities.
• Meeting Coordination: Experienced in organizing and coordinating business meetings and communicating with outsourcing companies.
• Language Proficiency: Fluent in both written and spoken English. Skilled in writing and editing business documents.
• interpersonal Skills: Excellent Communication skills, affable, and able to build strong relationships, drive engagement, with strong service skills and representing the company professionally.

• Diploma in Business Administration (preferred but not essential)
• Minimum 5 years administration and executive support experience
• Demonstrated experience leading the delivery of complex, multi-stream programs across large and geographically dispersed organisations.
• Proven track record managing strategic initiatives from planning through to implementation and benefits realisation.
• Experience in stakeholder management across executive, operational and functional support teams.
• Experience developing business cases, implementation plans, performance metrics and executive reporting.

Why Join Sodexo?

• Competitive pay and job security in an essential services industry
• Access to 100+ retail discounts and multiple salary packaging options
• Great teamwork and a solid group of people around you!
• Opportunities for training and career progression within Sodexo

Apply Now

Ready to start your next adventure? Submit your resume outlining your experience and availability. If shortlisted, one of our recruiters will contact you for a phone interview to answer your questions and share more about the role.

Apply now and take the next step in your career with Sodexo.