The role of Executive Assistant is to provide all administrative support to the General Manager, Retail Claims.

Responsibilities are as follows:

• Manage phone calls and incoming emails/correspondence, redirecting questions and issues where appropriate and/or drafting acknowledgement or responses to email and letters.
• Manage diary, including scheduling meetings, prioritising conflicting needs and ensuring time is appropriately available for critical meetings and issues.
• Work closely with the General Managers, to keep them well informed of upcoming commitments, following up as appropriate.
• Ensure the General Managers have relevant and appropriate documentation in advance of meetings and events.
• Review and edit reports, presentations etc. as required.
• Develop content for communications either internally or externally.
• Ensure requests/action items for the General Managers are proactively followed up and resolved in a timely manner.
• Plan and organise team meetings, events and communications.
• Arrange domestic and international travel plans and itineraries.
• Manage ad hoc requests and/or projects from the General Managers as required.
• Reporting and expense management.
• Communicate directly, and on behalf of the General Managers, with the Executive Team and their respective EAs on a range of matters.
• Pro-actively establish and maintain strong working relationships with the Executive Team and Executive Assistants.
• Functional responsibilities for the Executive & Personal Assistants within TAL.

• 7 month fixed term contract 
• Highly varied role - work with purpose
• Hybrid working as standard

About Us

Established in 1988, Rest is one of Australia’s largest profit-to-member superannuation funds.

We support nearly two million members, with around $75 billion of funds under management and are recognised as a responsible investment leader*. We believe when members understand and engage with their super, they’re more likely to get a better retirement outcome.

Everything we do at Rest is underpinned by our values and behaviours, we want to Be Daring, Keep it Simple, Take Action and Have Grit. To put it simply we want our people to thrive and love the work they do.

About the Job

Working with the Group Legal Counsel and other senior members of the legal team, the role is responsible for managing legal matters relating to Rest to ensure appropriate management of Rest’s legal rights, duties and compliance.

Regulatory:

• Advise and provide guidance to business lines on legal and regulatory obligations relevant to the Trustee and Fund, including those arising under the Corporations Act, Superannuation Industry (Supervision) Act, other related legislation and relevant regulatory standards and guidance
• Review product disclosures, promotional materials and other member communications
• Advise on incidents and other regulatory matters, and assist with liaising with regulators where required
• Provide ongoing legal support to regulatory projects as required

Commercial:

• Manage the timely review and negotiation of contracts and legal documents

General:

• Support senior members of the Legal team in managing litigated matters and disputes, including liaising with Rest’s external legal advisers
• Assist with providing legal training to business lines

The new Finance Manager role reports directly to the Finance Director, offering a unique opportunity to join a well-established and growth-focused fintech firm.

We are seeking an energetic team player with a strong commercial mindset, capable of actively contributing to our expanding expertise in financial controllership and analytical capabilities. This pivotal role will play a crucial part in driving our financial strategy forward, ensuring robust financial controls and providing insightful analysis to support our continued growth and success.

What you'll do: 

• Managing and providing leadership to the finance team, ensuring smooth operations and fostering a collaborative work environment.
• Overseeing the monthly management reporting process, including month-end reconciliations, financial consolidation, variance analysis, and preparation of board reports.
• Assisting in the annual budgeting process and long-term strategic planning, as well as periodic re-forecasting to support business decision-making.
• Providing insightful commentary and detailed reporting to stakeholders, including equity investors and sophisticated debt providers.
• Leading the preparation of statutory audited financial statements, tax returns, BAS, FBT, and R&D claims.
• Conducting ad hoc financial analysis to support strategic initiatives and operational efficiencies.

About PMX

PMX is the central investment practice for Publicis Media. We’re responsible for the smart application of investment by leveraging scale, marketplace innovation, deeper partnerships, and intelligence.

We are a dedicated, passionate, and expanding team, focused on delivering growth by educating and driving adoption of Publicis Groupe solutions including:

• Precision (delivering holistic programmatic value to clients and acting as the guardian of programmatic solutions. These are dedicated to the advancement and increased adoption of technology and data to drive client effectiveness and media efficiency)
• APEX (an innovative and disruptive investment solution designed to create unique opportunities that deliver tangible business benefits)
• Partnerships (developed both regionally and locally with selected key vendors to provide unique, innovative, and ultimately functional, benefits for our clients. We structure our partnerships to promote true collaboration and best in class work across our agencies)

The Role

As the Executive Assistant, you will work with the CEO and PMX leadership team across Australia and New Zealand to drive operational efficiency and importantly the effectiveness of our strategic priorities. You will be responsible for central management and implementation of initiatives and programs across PMX and work with divisional leads to track and drive implementation of agreed goals.

Core responsibilities will be focussed around the following areas:

Executive Assistance

• Pre-emptive administrative support – provide comprehensive administrative help to the CEO including handling intricate calendars, scheduling high-level meetings, and coordinating intricate travel arrangements
• Document preparation & collaboration – prepare and edit correspondence, reports, presentations (using PowerPoint or other packages), and other critical documents, ensuring accuracy and a high standard of professionalism.
• Meeting coordination – organise and coordinate executive meetings and Town Halls, including agenda preparation, minute-taking, and follow-up on action items, ensuring that the CEO is well-prepared for all engagements.
• Project management – assist with high-priority projects and strategic initiatives (such as leadership offsites), ensuring timely completion and adherence to company standards and CEO expectations.
• Confidentiality – handle highly confidential information with utmost discretion and always maintain confidentiality.

PMX Operations

• Recommend and implement operational process and performance improvements.
• Collaborate with senior leaders and the People and Culture lead in the development, measurement of performance goals and long-term operational plans.
• Partner with the People & Culture lead to coordinate the PMX employee engagement program, ensuring initiatives are implemented.
• Support the People and Culture lead as required.
• Support the CEO on all operational aspects of engaging PMX employees, partners and media agencies across Australia and New Zealand.
• Elevate the PMX profile internally and externally by managing content with PMX, Media Agencies, Publicis Corporate and trade media.
• Central management of the PMX communications plan working with the Publicis Head of Corporate Affairs and PMX leadership team.
• Manage and coordinate the online PMX Hub which requires ensuring updated content from all PMX divisions along with the management of agency employee access.
• Manage and coordinate all regional and global requests which range from monthly regional reviews to new business content requests.

PMX Partnerships

• Centrally manage the PMX partnership program specifically focusing on external media partners.
• Discuss, prepare, and schedule partner sessions and events across Publicis and its agencies.
• Ensure all interactions with our partners uphold the high standard of PMX. This will involve but not limited to the coordination and review of any content, setting and sharing the agenda and follow through for leadership meetings.

PMX Leadership and Accountability

• Support the CEO with the management and delivery of all agreed divisional quarterly and annual plans.
• Coordination and review of all content for the Internal PMX quarterly divisional strategic reviews including follow through with agreed actions.
• Support the CEO with the management and preparation for the monthly, quarterly, and annual KPI / OKR reviews.
• Support the CEO on all operational aspects of engaging PMX employees, partners and media agencies across Australia and New Zealand.
• Support PMX divisional leads with key interactions with internal operational requirements

Skills and Experience

• Minimum 5 years’ experience in executive assistance, business administration and/or, operations
• Experience in project management, developing budgets and business plans
• Ability to streamline and implement process within a changing environment
• Have high attention to detail, possess an ability to multi-task and work well under pressure and in a fast paced and dynamic environment.
• Organised and self-motivated/proactive.
• Track record of successful stakeholder management.
• Exceptional time management skills.
• Excellent written and verbal communication skills.

Publicis Groupe Benefits

Be a part of the Publicis Groupe family, recent winner of the Employer of Choice Awards and one of the world’s most progressive and dynamic modern communications businesses. You can learn more about us at www.publicisgroupeanz.com.

Enjoy all the perks that come with our network offering:

• A comprehensive Wholeself program supporting Physical, Mindful and Financial wellbeing.
• A creative, lively and rewarding office environment where people love working with each other, supported by our Publicis Liberté flexibility approach “working your way, with us!”
• Access to our Global AI Platform, Marcel, connecting Publicis Groupe employees with opportunities for career mobility and collaboration across our global network.
• Extensive Learning & Development opportunities, including more than 15,000 learning programs via our online learning platform Marcel Classes.
• A culture of open feedback and support to reach your goals through our Career Conversations program.
• A committed Diversity, Equality and Inclusion strategy driven through our Viva! Women, Égalité, enABLE, EmbRACE and Ecologique committees.
• Leave benefits including Birthday Leave, Flexible Public Holidays, and an additional 5 days of leave (after 2 years of service).
• Work Your World program enabling employees the flexibility to work from anywhere in the world for up to 6 weeks per year.
• Parental leave policy with up to 18 weeks (based on tenure) paid primary carer leave, secondary carer swap and Cub Care leave.
• Access to counsellors, psychologists and professionals through Sonder - an all-in-on digital wellbeing technology platform designed to support psychological, medical & safety needs.
• Proud partners of Diversity Council Australia, Pride in Diversity, Family Friendly Workplaces, Supply Nation and the Australian Disability Network.

If you don’t tick every box in this ad, please don’t rule yourself out. Research suggests that women and other people in underrepresented groups tend to only apply if they meet every requirement. We focus on hiring people who share our values of inclusion, collaboration, adaptability, fearlessness, and integrity, rather than ticking boxes – so if this role resonates with you, please apply.

Diversity. Inclusion. Equity. More than just words, these are part of our DNA. At Publicis Groupe we are committed to the inclusion and recognition of all people; regardless of race, age, culture, ability, ethnicity, gender identity or expression, sexual orientation, marital status, and religious affiliation. We believe that to deliver the best solutions to our clients, our people need to reflect the diverse communities in which our clients operate in. We value diversity and the skills, knowledge and experience that difference brings to our culture and solutions. 

Uniqueness is powerful; without it we wouldn’t be where we are today. So be you – we like it that way. 

We are committed to providing reasonable adjustments for people with disability or those that require additional support throughout the application process.  If you need any assistance or adjustments, please contact us via [email protected] - your personal information will be kept confidential.