Job Description
About The Project
Project Administrative Assistant for a strong Mining & Metals team, based in Perth. The position will be responsible for working independently to provide administrative and secretarial support of a responsible and confidential nature to help ensure the smooth functioning of a department or project. Duties require accuracy, judgment, a high degree of initiative, discretion, diplomacy, and knowledge of protocol. Anticipates changing priorities and problems.
About The Benefits
There are many reasons why choosing to join our client is one of the best career decisions you will ever make. In addition to working with talented, dedicated people and having the opportunity to play an integral role in stimulating and challenging local and international projects, they are committed to offering you the benefits and resources to live a healthy life.
About The Role
The Project Administrative Assistant is principally responsible for:
Coordinating requests from clients, managers, and in-house staff. Determining action on important or emergency matters or knows whom to contact in absence of the manager. Maintaining files of important matters for the manager's attention upon return. Assisting staff in certain procedures.
Collecting, reviewing, and distributing incoming hard copy and electronic mail. Independently handles mail not requiring the manager’s attention. Reviewing outgoing mail to ensure accuracy and proper format. Following up to ensure action.
Coordinating complex travel arrangements, including details of business plans. Preparing itineraries and expense reports.
Coordinating meetings, arranging for facilities, equipment, and refreshments. May prepare and distribute notices, agendas, information packets, and minutes.
Independently maintaining a hard copy or electronic calendar for the responsible manager.
Developing and guiding the implementation of office procedures and of filing and record-keeping systems.
May prepare or provide input to daily work planning, training, and/or employee evaluations of assigned personnel.
Reviewing incoming communications, work orders, and service requests for subject matter content and routes them to appropriate supervisor’s attention.
Composing routine correspondence in response to requests for department services, answers enquiries from other departments, area offices, or outside entities.
Monitoring all follow-up actions required by supervisor/manager.
Extracting data from reference material, either semi-technical or non-technical in scope.
Compiling, analyzing, and preparing or helping prepare information for studies or reports, such as organization planning, charts, graphs, and workload forecasts.
Organizing material for meetings, presentations, and training sessions.
May implementing records management program.
Maintaining files of various historical data.
Working with customers and stakeholders to schedule meetings.
About You
Excellent interpersonal and communication skills, with the ability to build relationships
Proactive and takes responsibility for work.
Creative and analytical skills would be highly valued to support PowerPoint presentation development and collation of market information.
System knowledge of Aconex, Sharepoint, MS Office.
A flexible team player who enthusiastically collaborates across our teams.
Ability to multitask, while being highly organized and juggling multiple work streams.
Demonstrated knowledge of filing systems and common office procedures.
Contact Ross Stephens on if you would like to discuss, or apply within ASAP to be considered for this exceptional career defining move.
