The Executive Assistant – Level 2 (“Executive Assistant”) uses experience and professionalism to perform administrative duties for an individual, group, or department. This role may work for one or several department professionals, board members, division heads, officers, or managers and is a high-level support role. The position’s primary focus is to provide outstanding administrative support, while representing the Firm in a skilled and positive manner. Daily tasks will be demanding and varied and should be handled with the utmost confidentiality. Successful Ryan team members embrace and live Ryan’s values of Pursue Excellence, Wired to Win, Generosity Matters, Build Trust and Integrity Always and will embody and demonstrate accountability.

Duties and Responsibilities

- Acts as an extension of the Leader dealing with colleagues and clients in the utmost professional manner
- Maintains communications (email, written, phone, and fax) while Leader is traveling
- Maintains a positive attitude at all times and provides assistance when other Executive Assistants are unavailable
- May mentor and train less-experienced team members

Client

- Prepare reports, meeting minutes and correspondence
- Create and edit documents, spreadsheets and presentations
- Manage schedules, arrange appointments and itineraries
- Ensures meetings begin on time with prep material delivered in advance
- Requires extensive coordination and follow-up to ensure all meetings are calendared properly and effectively – utilizing the best use of the Leader’s time
- Coordinate meetings, travel, conference calls, and complete expense reports
- Answers telephone and transfer phone calls, takes accurate and concise messages
- Organizes and prioritizes multiple tasks and completes them under strict time constraints
- Manages daily correspondence and filing
- Reads, sorts, and distributes incoming mail
- When necessary, routes client documentation to ensure timely delivery to Managers when client deadlines are involved

In addition to the above responsibilities, Executive Assistants, whether employed full-time or part-time,



will be responsible for office administrative tasks and duties, including those in the office, at the direction of the PIC.

Value

- Handles and safeguards confidential and sensitive company and personal information
- Identifies and works to improve internal process and works to develop Firm policies as needed
- Reviews and edits client-related documentation
- Maintains client and administrative filing procedures
- Remain knowledgeable of business unit and corporate policies
- Assists with other projects as needed
- Perform advanced tasks under minimal supervision and other duties as assigned

Education and Experience

- High school diploma and 5+ years of experience acting as the Assistant to the practice management tier of a firm
- Must possess strong grammatical and proofreading skill
- Extensive experience dealing with making contacts of a sensitive, complex, and confidential nature

Computer Skills

- To perform this job successfully, an individual must have advanced skills in Microsoft® Word, Excel, Access, PowerPoint, Outlook, and Internet navigation and research

Certificates and Licenses

- Valid driver’s license required
- Notary Public preferred

Supervisory Responsibilities: This job has limited or no supervisory responsibilities.

Location: Melbourne, VIC

Work Environment

- Standard indoor working environment
- Long periods of sitting while working at computer
- Occasional long periods of standing
- Position requires regular interaction with employees and vendors both in person and via e‑mail and telephone

Equal Opportunity Employer: disability/veteran Ryan offers outstanding opportunities to work in a dynamic, rapidly expanding tax services firm serving the world’s most respected Global 5000 companies. Our innovative work environment,



accelerated growth path for high performers, competitive benefits package, and outstanding earning potential provide the most rewarding career experience available in the industry. Ryan employees are given the freedom to do their best work in the way they work best. With a clear understanding of expectations and accountabilities, our employees are given ownership of their time and flexibility to meet the demands of their professional and personal lives.

Applicants for employment in the US must have work authorization that does not now or in the future require sponsorship of a visa for employment authorization in the United States and with Ryan LLC (i.e. H1-B visa, F-1 visa (OPT), TN visa or any other non‑immigrant status).

Job duties related to this role are to be conducted in a manner that adheres to privacy laws, as well as follows internal governance related to protecting confidential information and trade secrets, and to securing data and company records.

Equal Employment Opportunity/Affirmative Action/Accommodation Ryan, LLC is an equal opportunity employer and is committed to compliance with all applicable laws prohibiting employment discrimination. It is our policy to take all employment actions and make all employment decisions without regard to race, color, religion, creed, gender, sex (including pregnancy), affectional or sexual orientation, gender identity or expression, national origin, ancestry, age, marital status, citizenship status, genetic predisposition or carrier status, disability, military status, status as a disabled or other protected veteran or any other protected status under applicable law. It is Ryan's policy to make reasonable accommodation for qualified individuals with disabilities.

*Notice to Canada Candidates – In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Canadian Human Rights Act, Ryan ULC will provide accommodation, accessible formats and communication supports for the interview upon request.Ryan welcomes and encourages applications from people with disabilities*

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📌 Executive Assistant - Melbourne (City of Sydney)
🏢 Ryan
📍 City of Sydney