Executive Assistant

About the Company

Polyaire is a leading distributor and wholesaler of air conditioning products and solutions across Australia. With a large distribution network, they provide a vast range of HVAC products to homes and businesses nationwide. As an industry leader, Polyaire is also at the forefront of innovation in smart control solutions, helping customers achieve greater comfort and efficiency in their environments.

At Polyaire, they foster a dynamic and supportive work environment where innovation, teamwork, and growth are at the heart of what they do. They are always on the lookout for talented individuals ready to contribute to our mission and grow alongside us.

Be part of a company shaping the future of air conditioning and smart control solutions.

About the Role

Polyaire is currently seeking to appoint a highly organised, proactive, and professional Executive Assistant to provide comprehensive support to the Managing Director and Senior Leadership Team.

Reporting to the Managing Director, you will play a crucial role in managing the daily operations of their professional and personal life, ensuring seamless coordination of schedules, meetings, correspondence, and financial matters. You will also support the Senior Leadership Team with administrative tasks as directed and facilitate effective communication between stakeholders while maintaining high-level administrative support within the business.

Key Responsibilities:

• Provide high-level administrative assistance, including managing calendars, scheduling meetings, and handling correspondence.
• Prepare documentation such as meeting minutes, progress reports, and presentations while maintaining accurate records of project activities.
• Assist with personal tasks, including bill payments, event coordination, and errands (e.g., family logistics).
• Serve as the primary point of contact between the Managing Director and internal/external stakeholders.
• Coordinate company events, meetings, and conferences, including logistics, catering, and venue arrangements.
• Organise and maintain project-related documentation and ensure timely distribution of information.
• Deliver high-quality office management and administrative support services.
• Assist with bookkeeping tasks for smaller businesses, including invoice uploads and entries into Xero.
• Track and manage tasks and queries using productivity tools like MS Teams and Monday.com.
• Support the Senior Leadership Team with administrative and coordination tasks as directed by the Managing Director.

What You Will Bring:

The ideal candidate for this Executive Assistant position will bring:

• Proven experience as an Executive Assistant or in a similar role.
• Bachelor’s degree in business administration or a related field (desirable).

• Highly organised with strong multitasking abilities and attention to detail.

• Exceptional written and verbal communication skills in English.

• Strong proficiency in MS Office Suite (Excel, Word, PowerPoint) and productivity tools (e.g., MS Teams).

• Familiarity with AI platforms like ChatGPT for enhanced productivity.

• Knowledge of bookkeeping practices, with experience using Xero.

• Ability to handle confidential information with discretion and professionalism.

• Police clearance, including clearance for working with children (essential).

What Sets Polyaire Apart?
Polyaire is known for its commitment to excellence and a strong focus on customer satisfaction. They offer an inclusive work environment where every employee is valued and given opportunities for professional growth. Their dedication to continuous improvement and innovation sets them apart from competitors.
Joining the team means being part of an organisation that values hard work, talent, and enthusiasm.

Applications close 22nd January 2025.

Aboriginal and Torres Strait Islander Peoples are encouraged to apply.
To apply please click apply or call Denise Antoniou on 08 8216 3502 for a confidential discussion.