Coordinate regular meetings (e.g. weekly Stand-up meeting, Monthly Town Hall meeting, etc), prepare agenda, slides and speakers, record and prepare the minutes
Prepare presentations for GM for internal and external meetings
Conduct research activities utilising a number of resources e.g. publications, documents, internet
Record meeting minutes
Event Management
Coordinate catering and logistics for smaller company meetings, e.g., Lunch & Learns, Quarterly BRM’s and OKR meetings
Coordinate VIP visits, prepare agendas, transport and catering as required
Arrange key events like quarterly Executive Team offsite meeting, Annual company Kick Off Meeting(s) and Christmas party
Prepare and maintain a budget for the Sydney event and share with Finance for allocation
Coordinate the Annual company childrens charity walk
Travel Management
Coordinate international and domestic travel for GM and leadership team members
Manage Travel Policy and relationship with external travel management companies
Coordinate and administer international travel bookings for external parties including KOLs, Customers and corporate guests
Manage Corporate Travel Card usage (CTA card), Travel Clubs (Virgin Australia) and Uber Business account.
Prepare quarterly Travel Expenditure Reports to be presented at General Management Meeting
Corporate Communication
Prepare and distribute all company internal communications
Manage and forward general enquiries (via Dia General inbox) to the relevant stakeholders for action
Policy Compliance
Compliance with all Roche Processes as documented in policies and procedures and Roche Code of Conduct and Industry Code/s of Practice
Ensures compliance and promotion of all safety, health, and environmental policies and procedures to ensure the safety, health and wellbeing of all employees and visitors
Qualifications
5 years or equivalent of professional experience as Executive Assistant supporting c-suite level leadership members
Ability to maintain confidentiality and dealing with sensitive information
Experience in planning and coordinating meetings, conferences and social events
Experience in travel arrangements and large-scale event coordination a plus
Exceptional attention to detail
Outstanding communication skills, both written and verbal
Flexibility, adaptability and effective time and task management skills
Advanced computer skills, particularly in Google suite
Experience MsOffice and other programs, i.e. photo editing, publishing, a plus
