Unique chance to support the Chair and Managing Director of a highly successful technology company, in a busy, vibrant environment
Combine your exceptional organisational skills with high energy, extensive experience in office administration and Board support, and capacity to juggle the wide-ranging priorities of senior leaders
Build and nurture trusted relationships across a business with an international footprint
Sophisticated corporate office environment located in Malvern East, Victoria
Permanent, full-time, and on-site five days per week
The role will include a combination of Executive Assistant and other administrative activities, including minute taking and regular client and internal meeting arrangements. Confidentiality will be a cornerstone criteria and quality for the successful candidate to demonstrate.
About the Company
Ultradata is a trusted technology business partner to significant financial institutions across the Australian and Oceania financial services market. A long-established business with 49 years' experience, Ultradata has successfully completed thousands of technology projects across a portfolio spanning core banking, funds management, consumer finance, lending, and an array of digital and online services. Its vision is to be the premier provider of innovative software technology solutions and professional services, unrivalled in the finance industry.
Is this the next step for you?
With your depth of experience, you will be well-equipped to provide the full range of administrative and executive support to ensure the efficient running of day-to-day activities and competent planning and execution of a range of events. You will work independently, maintain confidentiality, and, for variety in your day, also play an important role in the management of the corporate headquarters building,



including liaising with the residential tenancy agent given the building houses a number of residential apartments (in addition to the corporate Head Office).
Specific responsibilities will include:
Organising meetings with internal and external stakeholders – though you will not be required to manage executive diaries. Our executives are tech savvy and highly self sufficient
Nonetheless, your skills in providing a full range of administrative support services, including travel arrangements, invoice management, sourcing quotes, filing and records management, mail and photocopying will be paramount
Co-ordinating and reconciling monthly credit card statements and expenses
Responding to phone calls, correspondence, and emails and initiating action as appropriate. You will also be the key resource in ensuring staff and clients can reach senior people when they need to
Co-ordinate the development and distribution of agendas and reports for various Board and leadership meetings, and other meetings as required
Provide timely, efficient secretarial services, including minute-taking, and related administrative support to meetings and other forums as required
Plan and coordinate events and functions and special meetings, including the organisation of catering
Maintain the register of defects in relation to the head office building (as per above) and liaise with builders,



maintenance manager and trades to rectify defects and maintenance issues
Co-ordinate and action the day-to-day requests of the agent responsible for managing the residential tenancies in the building, following consultation with the MD.
Given this element of the role, you may be required, intermittently, to attend the office earlier in the morning to provide access to tradespeople.
The ideal candidate:
Tertiary level education or equivalent
Energetic and enthusiastic – you consistently demonstrate our core values of dedication, passion and integrity, coupled with a deep commitment to confidentiality
Proven experience as an EA or senior administrator to senior executives, in a highly commercial environment where priorities and expectations change frequently
Exceptional skills in dealing confidently and courteously with people at all levels
A natural ability to build rapport and relationships
Capacity to maintain a high level of discretion and judgement in dealing with sensitive and confidential matters
Strong organisational skills, attention to detail and capacity to manage competing priorities
Able to work independently, and pre-empt and effectively manage tricky situations
Willingness to be flexible in working hours to achieve deliverables, if required
Proficient in the use of the Microsoft Office Suite (Word, Excel and PowerPoint)
Prior experience coordinating building management activities would be an advantage
Prior experience in taking and preparing minutes for Board and Leadership Team meetings will be crucial
Experience in travel management will also be key.
All in all, you will be mature, self-sufficient and pro-active, with demonstrated initiative and superior relationship management skills.
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📌 Executive Support Officer (Melbourne)
🏢 Ultradata
📍 Melbourne