Executive Assistant to Professor of eHealth and Director of Research in Implementation Science and eHealth (RISe)

Ensure the smooth running of day to day activities for five executives of Joy Agency.Provide high level of assistance to The Chairman, Two Directors, The Managing Partner and the Executive Creative Director, including: Manage calendars and emails to ensure effective and efficient diary managementPreparation of new business credentials documents using PowerPoint and liaising with the creative studio for any in-design requirementsPrepare and manage the agency weekly WIP… Show more Ensure the smooth running of day to day activities for five executives of Joy Agency.Provide high level of assistance to The Chairman, Two Directors, The Managing Partner and the Executive Creative Director, including: Manage calendars and emails to ensure effective and efficient diary managementPreparation of new business credentials documents using PowerPoint and liaising with the creative studio for any in-design requirementsPrepare and manage the agency weekly WIP including new business, people and agency updatesCoordinate meetings, ensuring logistics are planned, communicated and executedPrepare all induction requirements, including schedules, forms, internal communication for all new startersCoordinate all staff reviews including document preparation and collating 360 degree feedbackPrepare expense reports for the executives Organise and book all flights and accommodationProvide secretarial, administrative and personal support to partners as requiredAssist with preparation and formatting of presentations, spreadsheets and documents using PowerPoint, Excel and WordAny ad-hoc projects and or tasks Show less

Support the day to day management of the Toyota & AFL partnership (the largest sport sponsorship in Australia) and various projects throughout the AFL season including Toyota’s grassroots campaign, season launch activity and all AFL Finals activityDay-to-day support of a multi-million dollar AFL sponsorship leverage budget for major activations and campaigns across the AFL season

Tasks include, but not limited toEnsure the smooth running of day to day activities for the three Partners of Gemba Manage calendars and emails to ensure effective and efficient diary managementCoordinate meetings, conferences and functions (both Internal and External) , ensure logistics are planned, communicated and executedDaily meeting preparation – ensure presentations and meeting rooms are prepared if requiredReceive, prioritise and distribute incoming… Show more Tasks include, but not limited toEnsure the smooth running of day to day activities for the three Partners of Gemba Manage calendars and emails to ensure effective and efficient diary managementCoordinate meetings, conferences and functions (both Internal and External) , ensure logistics are planned, communicated and executedDaily meeting preparation – ensure presentations and meeting rooms are prepared if requiredReceive, prioritise and distribute incoming calls, emails, faxes and mail for partnersOrganise and book all flights and accommodation for the partnersProvide secretarial, administrative and personal support to partners as requiredAssist with preparation and formatting of presentations, spreadsheets and documents using PowerPoint, Excel and WordAny ad-hoc projects and or tasksManage the administrative processes and efficient operation of the office environmentDevelop, communicate and manage office administrative processesBook travel for all staff members, interstate and internationalCoordinate and manage the logistics of Staff/Office EventsAwareness of office environment, culture and team member needsManage office IT requirements for Melbourne, Sydney, Shanghai & New Zealand Office - computers, phones, mobile phones, wireless cards, blackberries, iPhones, data projectors, Foxtel, entertainment system, servers.Liaise with Property Agent and external suppliers regarding the office space - air conditioning, lighting, locksmiths, handymen, cleaning, fire evacuation plans, office furniture, car parkingDevelop close ongoing relationships with internal and external people Reception duties – first point of contact for Gemba. Answer phones, greet clients, check mail, order stationery supplies, business cards, letterhead, toners, office and kitchen supplies, amenities, first aid supplies Co-ordinate back-up tape procedureManage the up-keep of the office Show less

Tasks include, but not limited toProviding administration assistance to the Chief Executive Officer, General Counsel and Company Secretary, including diary management, travel requirements and preparation of expensesProviding assistance to the Company Secretary with regards to meeting ASX, NZX, TSX and ASIC compliance requirements as well as maintaining Statutory RegistersAssisting with the preparation and distribution of Board Papers and liaising with Board members regarding… Show more Tasks include, but not limited toProviding administration assistance to the Chief Executive Officer, General Counsel and Company Secretary, including diary management, travel requirements and preparation of expensesProviding assistance to the Company Secretary with regards to meeting ASX, NZX, TSX and ASIC compliance requirements as well as maintaining Statutory RegistersAssisting with the preparation and distribution of Board Papers and liaising with Board members regarding Director’s Meetings, Media Releases and the Annual General MeetingProviding administration assistance to all Senior Management and Board Members when in the Melbourne OfficeProviding ad-hoc administration assistance to all members of the OceanaGold Team Maintaining and managing day-to-day office activities including answering the reception line, maintaining office equipment, meeting and greeting guests, and maintaining the IT back-up and filing systems Show less