Executive Assistant
IFF
full-time
Posted on:
Location Type: Hybrid
Location: Melbourne • 🇦🇺 Australia
Visit company websiteJob Level
Junior
About the role
- Respond to incoming reception calls as required
- Purchase products and services across Oceania sites, in accordance with company purchasing requirements
- Reconcile credit cards and liaise with accounts payable for cost center reallocations.
- Draft and circulate internal communication
- Receive and distribute deliveries
- Liaise with the Sample Room regarding shipping
- Schedule and diarise regional meetings
- Arrange all travel, team building activities, meeting room set-up (including tech), and catering needs
- Draft and circulate event communication internally and post-event social media (Viva Engage) company-wide posts.
- Prepare PowerPoint presentations and reports as requested
- Order IFF-branded merchandise for the site and Commercial team as requested
- Manage end-to-end annual staff and customer Christmas gifts
- Initiate vendor onboarding in collaboration with the offshore procurement team.
- Communicate updates and issues to all staff on site.
- Manage contractors, site induction, materials, and monitor activities, safety, and compliance.
Requirements
- Proven experience in executive support, office management, accounts payable, and event coordination
- Strong written and verbal communication skills
- Skilled in cross-functional collaboration and stakeholder engagement
- Demonstrated ability to handle sensitive information with discretion
- Proficient in Microsoft 360, Teams, SharePoint, SAP, and SAP Concur; quick to learn new systems
- Responsive and proactive with excellent time management and organisational skills
- Collaborative team player with attention to detail and accuracy.
Benefits
- 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.
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
executive supportoffice managementaccounts payableevent coordinationtime managementorganisational skillsattention to detailaccuracy
Soft skills
written communicationverbal communicationcross-functional collaborationstakeholder engagementdiscretionproactiveteam player