Your Career

This role will report to the Head of Unit 42, JAPAC. The Executive Assistant will be responsible for executive administrative duties, aligning with company priorities and managing executive staff.

Your Impact

• Engage in complex communication and calendar management at the executive level including
  • Drive and track executive-level communication activities, such as (but not limited to) - All Hands events, monthly newsletters, Skip-level meetings
  • Own communication event calendars for the VP
  • Support the preparation of presentations and team communications
  • Support staff meetings, recording of minutes, and action items
• Anticipate potential conflicts (i.e., schedule issues, critical meetings, location issues) and raise to address/resolve in advance whenever possible
• Collaborate with cross functional teams on key programs and events, generating business reports on an ad-hoc basis
• Partner to support team well-being activities and events 
• Support direct staff of VP on ad-hoc basis as needed
• Coordinate travel arrangements, including flights, transportation, lodging and prepare and submit expense reports
• Organize and assist with online, hybrid and in-person events and large team meetings (e.g., team dinners, leadership off sites, All Hands, and training)
• Manage team distribution lists and reporting structure changes on internal systems
• Monitor and review team purchase orders, and team expense reports, prior to manager approval (and/or act as proxy approver when needed)
• Support systems, access, location and  IT needs for managers and new employees
• Provide project and presentation support as needed
• Responsible for ordering materials, catering, giveaways, and supplies as needed

Ready to take the next step in your retail leadership career? As an Assistant Store Manager at ALDI, take charge of daily operations, driving sales, and inspiring your team to be their best.

As a member of the leadership team in store, you support the Store Manager in all areas of running a multi-million-dollar business. From motivating team members to rostering and reporting, you’ll be part of an exceptional team that delivers extraordinarily efficient service to our customers.

As an Assistant Store Manager you’ll:

• Help to develop the next generation of leaders in our stores by training and coaching team members to be their best
• Keep your store looking top-notch, upholding the highest standards of safety and cleanliness
• Manage our stock, keeping an eye on inventory, and minimising losses
• Work alongside your team on registers, filling shelves and merchandising special buys
• Identify opportunities for improvement - we love a good idea!
• Ensure our stores run smoothly, helping to keep our customers Australia’s most satisfied . There’s nothing like the satisfaction of a job well done!
• Step up and run the store whilst the Store Manager is on leave.

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

The Rest Investment Team is undergoing a significant transformation as it aims to become the leading Investment Team in the Australian superannuation industry with a strong member focus and superior investment performance. This is an exciting role that will help drive efficient delivery from our vendor platforms and market data providers and support the Investment business with its continuous transformation and investment governance processes.

The Service Provider Analyst/Assistant Relationship Manager works within the Investments Services and Transformation enablement function, reporting to the Investments Business Manager and will focus on Service Providers policy and process, execution of Rest Investment Service Provider Governance framework and assist with vendor commercial executions. This will also be achieved through building strong relationships with our Head of Investment Technology, Head of Investment Services and Transformation, the Investment team the Group Procurement team and external vendors.

The Service Provider Analyst/Assistant Relationship Manager will assist the Service Provider Manager in carrying out the Service Provider Governance framework as well as ad-hoc projects and analysis to enable data driven analysis of our suppliers, commercial insights, improvements, Service Provider strategy and maintain a market leading Investment management practices across the Investment team’s suite of vendors.

You will play a key role in uplifting the way in which the Investment team holistically govern our portfolio of suppliers through the use of standards, measures and policy.

This is an exciting opportunity that will assist in managing vendors such as State Street / Charles River, FactSet, Market data providers such as Bloomberg and other Benchmark providers.

Key Accountabilities and Responsibilities

• Working with the REST supplier management organisation to understand and Implement the Rest Supplier code of conduct for all Investment Service providers, aligning to our group level best of breed practices
• Assist the Service Provider Manager with the implementation and maintenance of Rest Group’s centralised service provider system, Third Party Risk Monitoring system (TPRM), and centralisation of contracts and service provider details for efficient monitoring of services and contracts.
• Assist in managing the relationship for a set of Service Providers for Rest Investment Team. This includes conducting regular meetings with Service Providers to ensure adherence to their committed key performance indicators (KPI) and enforcing service level agreements in place as well as ensuring Rest Investments team are kept up to date for any significant changes which may affect the Service Provider’s services to Rest Super.
• Escalate material and potential issues to the Service Provider Manager which will inform part of the escalations done to the Business Manager and General Manager of Investment Services and Transformation.
• Assist in tracking vendor costs to ensure alignment to yearly budget allocation and contracts, ensuring invoices are received and processed on time.
• Work with the Service Provider Manager to ensure regular due diligence is performed across all service providers in line with Rest’s policies, regulatory and compliance requirements. There will be an opportunity to lead the due diligence on your own for some of our Service Providers with assistance and coaching from the Service Provider Manager, as required.
• Assist with onboarding new vendors and ensure that the procurement process is followed and ensure all stakeholders are kept in the loop.
• Work with Rest Investment Team’s IT team to ensure license and user count are tracked and kept up to date. Conduct periodic license audit across Rest Investment Team.
• Work closely with Operational Risk and Compliance teams along with the Service Provider Manager to ensure all Service Providers are compliant and necessary artefacts are in place and meeting Regulatory requirements.
• Be a key contributor to recommendations provided by the Service Provider Manager to the Business Manager and General Manager of Investment Services and Transformation for improvements regarding our Service Provider Managers.
• Ensuring documentation and generation of supplier performance is kept up to date for tracking and escalation to the Business Manager and General Manager of Investment Services and Transformation for material issues.
• Support the Investment data strategy, data management capabilities, processes, and the organizational design via a robust vendor management framework and ability to investigate and identify various data providers in the market.
• Work with project teams and BA’s to help facilitate discussions with Service Providers when required.

Position Title:  Patient Service Assistant

Reports to (position):  Dialysis Clinic Manager

Primary purpose of the role:

• To provide support to the nursing staff in the dialysis clinic by performing non-clinical duties relating to direct and indirect patient care.
• Functions as a team member, promoting the values, missions and goals of the clinic and company, constantly working towards their achievement.

Key Responsibilities:

• Protects the rights of patients by adhering to Privacy Principles and providing an excellent standard of care.
• Ensures cleanliness and neatness of patient’s environment and stock room
• Ensures cleaning of the Isolation rooms is done when required.
• Cleans exterior of dialysis machines, patient chairs and over-bed tables as per policy and procedures
• Assists with basic food preparation and delivery of nutritional requirements to patients as well as assists with meal ordering
• Serves, distributes and collects patient / visitors meals and refreshments
• Arranges patient transport from Dialysis treatment
• Attends to the re-stocking of consumables in the stock room and trolley/s as required for daily operation of the clinic
• Monitors consumable stores and orders stock as required
• Confirms delivery of stock, checks inventory and documentation
• Performs stocktake when requested
• Maintains Clinic Manager database
• Ensures routine collection and appropriate disposal of linen, rubbish and contaminated waste
• Orders and pack away linen
• Assist in the collection of blood samples by pathology lab, help spin blood before collection
• Participates in Quality Improvements  activities as required by the Dialysis Clinic Manager
• Ensures/promotes a safe, secure and healthy working environment to staff and a comfortable, safe environment for visitors and patients as detailed in the Workplace Health and Safety policy (FMEAU-28).
• Engages in interne.al and external in-service activities to enhance / maintain skills and knowledge

Competencies (attitude, skills, typical qualifications & experience)

Essential:           

• Knowledge of Infection Control / Hygiene principles and implementation of this knowledge into daily practice
• Demonstrated organizational and problem solving  skills combined with the ability to work in a self-directed manner
• Effective communication and interpersonal skills including the ability to operate within a multidisciplinary team
• Knowledge of Work Health and Safety as it relates to the role within the facility
• Understanding of the Quality improvement process and risk management obligations
• Demonstrated skills in food preparation and presentation
• Basic office skills, including filing and answering telephone enquiries
• Previous experience in patient assistant role
• Basic computer literacy.

 Desirable:         

• Completion of a Patient Service Assistant Certificate or equivalent qualification
• Demonstrated commitment to quality improvement initiatives.
• Effective communication skills, both written and verbal
• Team player

The opportunity:

We are sourcing an Executive Assistant to join our collaborative team at AIA in Melbourne – St Kilda Road. The successful candidate will provide efficient and effective executive administrative support to two ExCo members. This opportunity would suit an experienced EA who has worked in a similar environment within financial services or insurance and has exceptional organisation skills.

To be successful in this role you will:

• Provide comprehensive diary management including scheduling appointments, meetings, travel and logistics

• Prepare draft correspondence, printing and compiling presentation packs

• Proactively anticipate needs and ensure the executives have all the required documents in advance of meetings

• Provide key support to two Exco in the delivery of business objectives

• Facilitate general invoicing and expense management

• Organise travel and accommodation bookings, in line with the AIAA policy

• Contract management, including arranging review and execution of contracts

• General office duties and provide additional support to the team if required.

Successful applications will demonstrate:

• Proven experience in a similar role supporting senior executives in a large and sophisticated organisation

• High level communication and customer engagement skills

• Strong attention to detail and excellent organisation capability

• The ability to maintain confidentiality and use appropriate judgement and discretion

• Experience working in a fast-paced environment

• Strong prioritisation skills and dedication to consistently deliver a high standard of work

• Flexibility in your approach to work and willingness to assist with additional tasks as required.

Why choose AIA:

At AIA, we’ve made a promise to help people live healthier, longer, better lives. And it starts with our own people.

• Access our training and development to build on your current skills

• Career development through internal mobility opportunities

• Work for a business helping millions of Australians and make a difference to someone’s life everyday

• Access additional leave days a year to recharge and refresh yourself

• Enjoy wonderful Health and Wellbeing initiatives that support you

• Work with supportive and inclusive managers

• Flexible working arrangement

At AIA Australia, we’re proud to help guide, support and protect the wellbeing of over 3.5 million Australians. As part of the AIA Group - the largest independent publicly listed pan-Asian life insurance group – it is our ambition to engage one billion people to live Healthier, Longer, Better Lives by 2030. 

Lots of companies like to say they’re different. What makes us truly different at AIA, is the difference we make in people’s lives. We are proud that this difference has been recognised in the 2023 ANZIIF awards by being named Life Insurance Company of the Year.

AIA is different. Are you?

Join an organisation that helps people live better every single day by applying via the link today.

Applications close on 8th of March 2024.

• Schedule appointments, plan meetings, and maintain complex and changing calendars, while working through scheduling roadblocks.
• Draft and prepare routine and advanced correspondence including emails, presentations and reports. Review outgoing correspondence for accuracy, format consistency, signatures and conformance with executive procedures.
• Assist leadership and organizations by optimizing usage of time. Make decisions regarding short-term priorities and work activities.
• Arrange all travel to ensure consistency within company procedures and support organization in obtaining necessary travel documents including Visa/passport, while maintaining Leadership expenses/credit card reconciliation.
• Identify issues within the organization and initiate or facilitate solutions.
• Assist internal departments with the setup of new hires.
• Assist new hires with processes including expense reporting and travel systems and other internal processes and tools. Compile, prepare and process Leadership expenses and credit card reconciliation where needed.