Executive Assistant to Senior Leadership

About Keyton 

With over 75 villages and more than 17,000 residents nationally, Keyton is one of Australia’s leading owners and operators of retirement living communities. Leveraging over 30 years of experience, our teams work across the country in a variety of departments and business units, all share a common goal: We Lead with Heart, and we are committed to creating caring and fun-filled retirement communities.  

Our purpose is to create places where communities thrive – not only for residents, but importantly, for our employees also. We do this by creating safe, secure and connected independent living communities where residents can enjoy active and social lifestyles, close to essential services and amenities.    

Your Day on a Page

An exciting and rewarding opportunity has become available for an experienced Executive Assistant to join the Keyton team. Based in our Sydney office, this role offers a flexible work arrangement with 3 days in the office and 2 days working from home. The successful candidate will be primarily responsible for providing high quality senior executive assistance and operational support to Keyton’s Head of Sales and Head of Safety, Sustainability, and Wellbeing.

In this role, you will leverage your administrative, organisational, and relationship management skills on a daily basis. You will collaborate with our Executive Leadership Team, playing a crucial role in the success of our dedicated team at Keyton. These responsibilities will include:

• Be the first point of contact for all internal and external stakeholders, responding appropriately to inbox and internal communications.
• Diary management, understanding the priorities and commitments in advance
• Calendar Management including but not limited to scheduling meetings, appointments, monitoring deadlines, sending reminders and travel arrangements
• Draft the production of high-quality documents and presentations including but limited to investment papers and management presentations ensuring that deadlines are met and ensuring consistency with Keyton style guides
• Coordinate travel arrangements via Corporate Traveller
• Process monthly expenses and invoices through Microsoft D365, ensuring this is processed in a timely manner
• Provide a broad range of administrative support which may include team management by assisting with Dayforce management of team absences, creation of job requisitions, ordering IT equipment for new starters and assisting with onboarding.
• Assist with office management duties, including coordinating meetings and events, maintaining excellent filing and documentation practices, and serving as the File Warden for the Sydney office.

• Facilitate successful meetings through follow-up of meeting details and requirements in advance i.e. minutes, agendas, reports, booking meeting rooms, information to attendees
• Assisting with ad hoc special projects as requested

Who You Are

The successful candidate will demonstrate confidence, maturity, and the ability to manage various tasks. Experience in liaising with senior level executives, as well as the ability to build rapport with various internal and external stakeholders will see you succeed in this role. The successful candidate will also have:
 

• At least 5 years’ experience in an Executive/Personal Assistant role or in a similar administrative position
• Efficient organisational skills to effectively manage and prioritise multiple tasks
• Exceptional communication skills, effortlessly builds rapport, and demonstrates strong negotiation abilities
• Solid computer literacy – including the Microsoft Office suite, in particular Teams, PowerPoint, SharePoint and Excel. Preference for experience with D365 or other purchase order and invoicing systems
• Consistently maintains a high level of professionalism and confidentiality
• Adaptable and sharp, able to hit the ground running and effectively managing reactive situations
• Brings positive energy, setting an upbeat tone for the team, and demonstrates resilience
• Ability to work well within a team environment
• Highly motivated and able to take initiative and look ahead 
• Hands-on approach

Perks & Benefits

• Competitive salary + bonus scheme
• Career development opportunities

• Generous leave entitlements – Annual leave + Wellbeing Days (one per quarter) pro-rated for part-time employees. That’s almost an additional week off in addition to your annual leave!

• Health & Wellbeing Program
• Training and working with a supportive and fun team
• Fitness Passport for you and your family

Ready to Join the Fun?

If you possess exceptional administrative skills, effortlessly build rapport, and demonstrate strong organisational skills, we’d love to hear from you!

Apply now to join our dedicated team and contribute to the success of our Executive Leadership Team. Please submit your CV and a cover letter detailing why you are suitable for this role.

Be a part of something truly special!

Please note: You will need to complete a Police Check & will be required to receive an annual flu vaccination between the months of April-October, with evidence prior to joining.