Administrative Coordinator - 2 days per week / 16 hours over a week



FlexCareers is changing the way careers work by redefining success, rewriting talent management and realigning workplace expectations with the workforce of today. We envisage a future where flexible work is the norm, not the exception. Where women are given equal opportunities to men and the gender equality debate is a thing of the past. Where diverse teams are thriving, and leading by example. Where life outside of work is valued and work-life integration is encouraged and supported. FlexCareers has engineered game-changing technology to connect talented individuals with progressive employers offering flexible work on unprecedented scale in Australia. The initial focus is the underutilised talent pool of 3.3 million women aged 25-45, so that qualified and experienced women are contributing to the economic success of this generation and inspiring the next.

We are looking for an Administrative Coordinator to support our energetic CEO in a timely and professional manner. Your day will include but not limited to, supporting the CEO, scheduling meetings, making travel arrangements and organising daily calendars. To be successful in this role, you should be proactive, communicate effectively and have a high attention to detail, extremely organised, proactive and use initiative. Our ideal candidate has previous experience as an administrative coordinator and is familiar with office management technologies.

Ultimately, you should be able to identify and address the needs of our CEO and perform administrative projects and deliver high-quality work under minimum supervision to ensure our company’s workflow runs smoothly. You will be driven to be able to think a few steps ahead of the CEO ensuring that her days run smoothly. 

Aligned to our ethos of flexibility this role could be completed remotely with expectations of some face to face, in our head office in Sydney. Therefore, for this role a strong Internet connection is required, along with experience using communication tools like Skype.

About the Role: CEO Assistance

  • Organise and co-ordinate daily calendar of the CEO
  • Plan appointments and events
  • Act as the point of contact between the founders and employees/clients
  • Create regular reports and update internal databases
  • Respond promptly to CEO’s queries
  • Facilitate internal communication (e.g. distribute information and schedule presentations)
  • Suggest more efficient ways to manage the office and troubleshoot malfunctions

General Assistance

  • Email / calendar and phone management on behalf of the CEO
  • Travel management -booking flights / accommodation/ itinerary
  • Social media management for the CEO
  • Completing notes from internal / external strategy meetings
  • Create presentations, as assigned
  • Manage communication regarding internal meetings, preparation for CEO

Sales Administration for the CEO and the sales team

  • Preparation / research for client meetings
  • Follow up to client / sales meetings
  • Maintain and update internal sales and client records
  • Manage monthly sales reports for the CEO internal meetings
  • Client management – confirmation of meeting requirements / details
  • Sales team support, as required

You will thrive with this opportunity if you have the ability to think proactively and prioritise work, whilst showing initiative and passion about making a difference by supporting an engaging CEO and energised sales team. Your extensive depth of knowledge of office management systems, ERPs and MS Office, familiarity with online calendars / scheduling and cloud systems will be advantageous. It would be required that you have experience in exercising discretion and confidentiality with sensitive company information

Naturally, you will have strong communication skills (via phone, email, instant messenger and face to face), the ability to multi-task, be flexible and show initiative every day.  If you know you are an effective team player with high level of dedication and initiative, aligned to the values of FlexCareers and you draw energy from being part of a passionate team, we would love to hear from you. Join our journey and an organisation where you can be you, where you will grow and make a difference. 

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