Title:  Executive Assistant

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 close to 10000 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

Are you ready to make an impact at the heart of a dynamic leadership team? We’re looking for a highly organized and proactive Executive Assistant to provide top-tier support to our CFO and GM Finance. In this exciting role, you’ll also assist the wider CFO leadership team across Strategy, Property, Risk & Compliance, Legal, and Corporate Affairs & ESG.

If you thrive in a fast-paced environment and are passionate about making things happen, this could be the perfect opportunity for you!

As our Executive Assistant, you will take ownership of:

• Efficient Administration: Take ownership of day-to-day administrative tasks such as managing emails, calendar scheduling, meeting coordination, mail handling, and to-do lists. You’ll ensure that tasks are completed promptly, proactively seeking the necessary information and drafting responses as needed.
• Organized Planning & Communication: Maintain smooth communication and ensure all meetings, appointments, reports, and travel plans are meticulously tracked, recorded, and well-organized for quick access.
• Supporting Executive Leadership: Help the CFO and GM Finance stay ahead by maintaining systems that promote proactive planning, ensuring they have the right documentation, reports, and information for meetings and appointments.
• Board & Committee Support: Provide top-tier Company Secretarial support to the Board and Audit & Risk Committees. This includes ensuring papers are high quality, adhering to Board protocols, and managing the upload of meeting materials into Diligent Boards.
• Workflow Management: Manage and prioritize the executive’s workflow, ensuring reports, correspondence, and other matters are handled in a timely manner, with follow-up actions delegated efficiently.
• Travel Coordination: Book travel and accommodation arrangements in line with company policies, ensuring a smooth experience for the CFO and GM.
• Expense Management: Oversee the processing of expenses, including scanning receipts, coding, and conducting monthly reconciliations.
• Team Support: Assist with organizing team events and meetings, from venue bookings and catering arrangements to setting up the meetings. You may also step in to cover for absences in the broader EA team when needed.

Enjoy the flexibility of a hybrid working model, splitting your time between our vibrant and sustainable Chadstone office (3 days) and the comfort of working from home.

About you

In this role, you will be a key player in maintaining efficiency and ensuring the smooth operation of the finance team and broader leadership. If you're a highly organized and motivated professional with a passion for supporting senior leaders, we’d love to hear from you!

• 8+ years of experience supporting C-suite executives in fast-paced environments.
• Exceptional organizational and planning skills, able to prioritize and meet deadlines.
• Proactive and curious, with a knack for resolving issues quickly.
• Strong communication and interpersonal skills to build relationships with stakeholders.
• Attention to detail in travel booking, budget management, and expense reconciliation.
• Proven ability to manage busy executive schedules, balancing priorities like strategic planning, team activities, and administrative tasks.
• Discreet, with a strong sense of confidentiality and diplomacy.
• Proficient in Microsoft Office Suite, Adobe Acrobat, and Diligent Boards (or similar tools).
• Resilient and adaptable, with a flexible approach to varying work demands.

Our culture

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. We celebrate our teams’ uniqueness by offering the below to the Officeworks family:

• 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.

Are you ready to kick start your new role in the new year?  Apply now.

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