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Director's Support Specialist

2 weeks ago

India Gold Secure Australia Full time
Job Summary

We are seeking a highly organized and proactive Administrative Liaison Officer to provide comprehensive support to our Director. This role requires someone who can handle all PA tasks, facilitate meetings, gather and document requirements, and follow through on tasks end-to-end.

Main Responsibilities:
  • Administrative Support:
    • Manage daily schedules, appointments, and meetings.
    • Coordinate and organize both internal and external communications.
    • Handle emails, phone calls, and correspondences.
    • Prepare presentations, reports, and documents as needed.
  • Meeting Facilitation:
    • Organize and coordinate meetings, ensuring all required participants are informed and prepared.
    • Attend meetings, take detailed notes, and document action items.
    • Follow up on action items and ensure they are completed in a timely manner.
  • Documentation & Requirement Gathering:
    • Gather, understand, and document business requirements for various tasks and projects.
    • Maintain comprehensive records of discussions, decisions, and deliverables.
    • Draft, review, and finalize documents, reports, and presentations.
  • Project Management:
    • Assist with project coordination, tracking progress, and ensuring deadlines are met.
    • Ensure all relevant approvals are sought based on objective facts and analysis.
    • Manage end-to-end tasks, from initiation to completion, ensuring smooth workflow.
  • Task Management:
    • Prioritize and manage multiple tasks with a focus on delivering high-quality results.
    • Problem-solve, escalate issues as needed, and take ownership of tasks through to resolution.
  • Stakeholder Coordination:
    • Liaise with internal and external stakeholders to gather relevant information and approvals.
    • Serve as the point of contact for stakeholders, maintaining clear and professional communication.
  • Problem-Solving & Initiative:
    • Proactively seek out solutions, identify opportunities for improvement, and take initiative to get things done.
    • Handle unforeseen challenges with a positive and solution-oriented approach.