Executive Assistant Office Manager
Pollination is a specialist climate change project development and advisory firm, accelerating the transition to a net zero, nature positive future.
Our people are the key to unlocking change. Brought together from across industries, we are global leaders in project development, finance, investment, technology, business, law and policy.
We combine our diverse expertise to connect dots and see around corners where others can’t. With strong relationships at the highest levels of government and the private sector, we shift barriers and catalyse transformative partnerships.
Our clients and partners span governments, businesses, First Nations groups, and public and private capital. Using our broad experience, we help navigate the climate transition and design and invest in breakthrough ideas that deliver financial returns.
The opportunity
We are looking for a dynamic full-time fixed term (12 month with possible extension), Executive Assistant and Office Coordinator to join our Perth based team, working closely with and supporting the Head of Energy Projects and other senior members of the Energy Projects team. The role will report to the Head of Energy Projects.
About this role
This position will predominantly support multiple senior leaders in the organisation; ensuring that their objectives are supported through seamless and efficient administrative support. The scope of the role will be diverse – from liaison with high-profile international stakeholders and managing busy diaries to organising events and media opportunities. You will also support the general maintenance and upkeep of the Perth office in the CBD.
Strong teamwork and a ‘can-do’ attitude are essential for this role – it’s all about being hands on!
Key responsibilities include
- Providing high level executive assistance to multiple Managing Directors including organisational support to their business priorities, calendar and meeting management, and overseeing correspondence
- Organising complex travel arrangements with detailed itineraries
- Preparing draft documents, assisting with editing and formatting documents to ensure professional finish in line with internal company style guides and templates
- Maintaining electronic files and related system tasks
- Preparing meeting agenda and minutes
- Supporting the management and administration of processes and systems
- Being a point of contact for your Managing Directors teams, and providing support where required
- Expense management
- General office coordination, including:
- Greeting guests, liaising with Pollination global offices and disseminating all relevant information to the team, providing an orientation to new starters, maintaining office inventory, assisting with trouble shooting and providing operational support to the office
- Assisting with events and meetings, including booking venues, food, etc
- General IT support for the office
- WHS management.
What do you need to apply?
- At least two years’ experience providing high level support to senior executives in a fast-paced environment
- Strong experience in administration, executive support and office coordination
- Excellent proficiency with MS Office suite, Outlook in particular
- Ability to multi-task and prioritise competing demands
- Excellent verbal and communication skills
- Excellent level of attention to detail and organisation skills
- Be a strong team player with a high level of loyalty, resilience, enthusiasm, and the ability to work autonomously
- Have a genuine interest in sustainability, nature-based solutions, and climate change
- Understand and appreciate the importance of discretion and confidentiality
Whilst maintaining good work-life harmony is important to us, we will require a certain amount of flexibility to occasionally work outside of office hours when necessary, to accommodate the demands of a global business.
To support our office adequately, this role will be predominantly office based.
You’ll love this role if...
You thrive in a fast-moving, dynamic environment and have exceptional attention to detail. You are adaptable and proactive, calm under pressure and a great communicator – able to prioritise and effectively manage the needs of diverse stakeholders. You have a ferocious curiosity, an appetite for solving complex problems but are also comfortable with ambiguity and uncertainty. You are excited to work in a purpose-driven organisation and share our ambition and commitment to tackle the global and local challenges of nature loss and climate change.
How to apply
Please apply by submitting a cover letter addressing the above (1 page maximum), and CV (maximum 2 pages).
Applying with Pollination
Pollination is an equal opportunity employer committed to providing a working environment that embraces and values diversity and inclusion. We encourage people of all backgrounds to apply. If you have any support or access requirements, we encourage you to advise us at the time of application. We will then work with you to identify the best way to assist you through the recruitment process.
You must hold the right to work in Australia.