Executive Assistant

Job Description

We are currently seeking to appoint an Executive Assistant at our site in Dandenong South. Reporting to the Sub-Regional Leader, Oceania, the role has been established to provide administrative and legal support to the Oceania Leadership Team.

This is an exciting opportunity for a self-motivated and adaptable team player who is looking to progress their career and add real value to our facilities.

Key responsibilities will include:

Office Support

• Admin support for the Leadership team, including coordinating incoming calls, organising couriers, process invoices and PO’s.  
• Arrange/coordinate Company events & major projects
• Coordinate IFF Oceania Town Hall, site leadership & director’s meetings as required
• Support Marketing and People Services teams as required
• Update Minutes of Meeting schedule when filing electronic documents
• Process expense reports for Leaders
• Filing of Sales Contracts/Agreements, ensure hard copies and electronic copies are filed and index accordingly

Finance/Legal Support

• First point of contact for Legal documents. General Admin of workflow to and from external service Legal Provider for ANZ entities.  Liaise with external legal stakeholders.
• Arrange legal signing via Adobe DC – liaise with Legal counsel.
• Maintain legal file records and registers for ANZ entities - file electronic copies in IFF SharePoint databases.
• Collation of legal documentation in preparation of company audits
• Directors Resolutions - liaise with our Legal team and Senior Management to draw up Director’s resolutions, ensure all Director's sign the document, once signed, send original to our legal team and file electronic copy in SharePoint (ensure SharePoint drive is updated)
• Archiving - keep the Zirco Data - Archive Corporate Records retention is updated.

To be successful in this role:

• Cert III in Business Administration or demonstrated experience.
• Minimum 3 years’ experience in Senior Administration/PA role (supporting Senior Management)
• Excellent communication skills both written and verbal. 
• Experience in arranging all aspects of logistics/liaising with International Management/high level of confidentiality 
• Fluent and/or previous experience with Microsoft Office/Powerpoint and SAP/Concur/SharePoint/Salesforce
• Experience in customer service
• Good time management skills
• Ability to use initiative and work autonomously
• Previous experience processing invoices and creating requisitions

What we offer?

• Fantastic training platform and support provided to boost your career - 'IFF University' and more.
• Amazing leave benefits such as Paid Parental Leave, Wellness Leave and more.
• Hybrid ‘Work from Home’ options are available and can be discussed for most roles
• An inclusive workplace culture focused on quality, customer service and environment
• Free parking and canteen facilities on-site

At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability. Visit IFF.com/careers/workplace-diversity-and-inclusion to learn more…