Executive Assistant

About Us

At ANZ, we're shaping a world where people and communities thrive, driven by a common goal: to improve the financial wellbeing and sustainability of our millions of customers.

About The Role

As an Executive Assistant for Customer Service Operations (CSO), your primary role is to provide comprehensive administrative, operational, and executive support to our teams in Australia and Manila. Our business is committed to enhancing customers financial wellbeing and sustainability by helping them achieve outcomes they value.

You will play a crucial role in ensuring the smooth and efficient functioning of the team by managing schedules, coordinating meetings, handling communications, and overseeing various administrative tasks. Your proactive approach, organizational skills, and attention to detail will enable the executives to focus on strategic initiatives and business priorities. By acting as a liaison between the executives and internal/external stakeholders, you will help maintain effective communication and foster a collaborative work environment. Your ability to anticipate needs, manage multiple tasks, and maintain confidentiality will be essential in supporting the overall success of the organization.

Banking is changing and we're changing with it, giving our people great opportunities to try new things, learn and grow. Whatever your role at ANZ, you'll be building your future, while helping to build ours.

Role Type: Permanent

Role Location: MDC 100 Building Eastwood City, Libis Quezon City

Work Hours: Australian Business Hours, Monday to Friday, must also be flexible to cater to business need

What will your day look like

As an Executive Assistant, you are accountable for

• Stakeholder Liaison:
• Build and maintain relationships with internal and external stakeholders, ensuring effective communication and coordination between different departments and teams.
• Represent the team in meetings and discussions with stakeholders, addressing inquiries and concerns promptly.
• Facilitate collaboration and information sharing among stakeholders. Effective information flow supports informed decision-making and business efficiency.
• Communication Handling:
• Manage incoming and outgoing communications, including emails, Teams messages & calls, acting as a liaison between team members and external stakeholders.
• Draft and edit emails, documents, and other written communications, screening, and prioritizing communications to ensure timely responses.
• Always maintain a professional and courteous communication style, ensuring confidentiality and professionalism.
• Meeting Coordination:
• Organize and prepare for meetings, including setting agendas, taking minutes, and ensuring all necessary materials and resources are available.
• Follow up on action items and track progress. Ensuring follow-through on decisions and tasks is critical for achieving business goals.
• Arrange catering and other logistics for in-person meetings. Well-organized meetings enhance productivity and collaboration.
• Project Support:
• Assist with project management tasks, including tracking progress and deadlines, and providing administrative support for various team projects and initiatives.
• Coordinate with team members to ensure project milestones are met, preparing project documentation and reports.
• Facilitate communication and collaboration among project stakeholders.
  
  

• Confidentiality:
• Handle sensitive information with discretion and always maintain confidentiality, ensuring secure storage and transmission of confidential documents.
• Adhere to company policies and legal requirements regarding confidentiality
• Monitor and report any breaches of confidentiality.
• Calendar Management:
• Schedule and coordinate meetings, appointments, and events, ensuring all calendar entries are up-to-date and conflicts are resolved.
• Coordinate with other assistants to align schedules across departments and ensure efficient time management.
• Travel Arrangements:
• Coordinate travel plans, including booking flights, accommodations, and transportation, and preparing detailed travel itineraries.
• Ensure all travel arrangements comply with company policies and budgets, providing support for any travel-related issues or changes.
• Maintain records of travel expenses and reconcile them as needed. Accurate expense tracking supports financial management.
• Expense Management:
• Process and reconcile expense reports, managing budgets and tracking expenses for projects and events.
• Ensure all expenses comply with company policies, preparing reports and summaries.
  
  

• Document Management:
• Prepare, edit, and format documents, reports, and presentations, maintaining and organizing digital files and records. This includes assistance with pulling together strategy papers and packs. Well-organized documents support efficient operations and decision-making.
• Manage electronic document storage via Sharepoint and Teams, to ensure documents are properly archived and easily accessible, handling confidential documents with discretion. Proper document management supports business continuity and security.
• Assist in the creation of templates and standardized documents. Standardized documents improve efficiency and consistency.
• Office Management:
• Oversee office supplies and equipment, ensuring functionality and stock. Manage office space and collaborate with the Employee Engagement and Communication expert to effectively communicate strategic plans and updates, creating interactive spaces.
• Coordinate with facilities for maintenance needs and implement office policies. Ensure a clean, organized environment by working with internal partners and service providers
• Event Planning:
• Assist the Employee Engagement and Communications expert to coordinate and manage logistics and communications requirements for townhalls, business-led rewards and recognition events, and other related employee engagement and communication projects and initiatives. Engaged employees are more productive and contribute to business success.
• Manage event budgets and track expenses.
• Ensure smooth execution of events and handle any issues that arise.
  
  

What will you bring


To grow and be successful in this role, you will ideally bring the following:

• Bachelor's degree in Business Administration, Management, or a related field.
• Proven experience as an executive assistant or in a similar role, preferably in supporting VP-level executives.
• Advanced proficiency in Microsoft Office suite (Outlook, Teams, Excel, Word, and PowerPoint) and a strong delivery focus.
• Experience in executive calendar management in a complex, fast-moving environment and within a large organization.
• Effective project management skills, with a track record of managing multiple projects and consistently meeting tight deadlines.
• Proactive problem solver, with demonstrated initiative and persistence in identifying and addressing issues effectively.
• Experience in arranging complex travel itineraries, including international travel.
• Basic understanding of budgeting, expense tracking, and financial reporting.
• Exceptional written and oral communication skills.
• Excellent administrative and organizational skills.
• Ability to manage competing priorities and resolve issues at pace.
  
  

You're not expected to have 100% of these skills. At ANZ a growth mindset is at the heart of our culture, so if you have most of these things in your toolbox, we'd love to hear from you.

So why join us


ANZ provides banking and financial services and operates across more than 30 markets. We are among the top 4 banks in Australia, the largest banking group in New Zealand and Pacific, and among the top 50 banks in the world. With more than 2,000 people, our team in Manilla play a critical role in executing our strategy and deliver what matters most to our customers and the bank. We continue to grow our professional services capabilities to support our customers around the world. Our expertise and services make us a bank, and our people, purpose, and culture makes us ANZ. We're proud of the inclusive culture we're renowned for where 90 percent of our people feel they belong.

We provide our people with a range of benefits including access to health and wellbeing services. We also have flexible working options so that our people can make work, work for them.

We welcome applications from everyone and encourage you to talk to us about any adjustments you may require to our recruitment process or the role itself. If you are a candidate with a disability, let us know how we can provide you with additional support.

To find out more about working at ANZ visit https://www.anz.com/careers/ . You can apply for this role by visiting ANZ Careers and searching for reference number 81409

Job Posting End Date

27/11/2024 , 11.59pm, (Melbourne Australia)