Executive Office Manager

Job Description

About Us

Award Global, founded in 2005, is a group company with five offices in Australia, China, and the Philippines. We integrate real estate development and sales, property management, financial services, and international remittance.

We hold a leading market share in the mortgage broking industry, with total cumulative settlements exceeding $20 billion, a figure expected to grow. Our standardized management approach and high-quality customer service have made us the largest one-stop financial service group in Australia, dedicated to helping you settle down and purchase property in the country.

The Executive Office Manager will work closely with the Managing Director to coordinate key Group initiatives, manage executive priorities, organise senior management meetings, and follow up on important action items. The role serves as a central coordination point between the MD and different departments, ensuring that decisions are communicated clearly, tasks are completed on time, and cross-functional matters are effectively executed.

• Key Responsibilities
  
  

I. Coordination and Implementation of Key Group Initiatives

• Coordinate, drive, and monitor key internal Group initiatives to ensure that all work progresses in an organised manner and in accordance with agreed plans.
• Prioritise tasks based on urgency and importance, clearly define responsible parties and deadlines, and drive the efficient completion of each matter.
• Systematically organise, track, and report on assignments delegated by senior management to ensure that all matters are followed through to completion.
• Establish task-tracking registers and follow-up mechanisms, identify risks in a timely manner, coordinate resources, and facilitate issue resolution.
  
  

II. Coordination and Follow-up of Internal Group Meetings

• Coordinate and arrange internal Group meetings, including meeting planning, scheduling, participant coordination, and meeting preparation.
• Organise special-purpose meetings based on business requirements and facilitate communication, discussion, and resolution of cross-departmental issues.
• Prepare meeting minutes, break down resolutions into specific action items, and follow up after meetings to ensure that relevant departments complete agreed tasks on time.
• Organise monthly and quarterly management meetings and continuously monitor and follow up on key action items arising from these meetings.
  
  

III. Coordination of the MD’s Schedule and Senior Management Affairs

• Lead the department in coordinating the MD’s daily schedule, meetings, and business activities to ensure that senior management activities are organised and efficiently managed.
• Coordinate meeting appointments involving the MD, prepare relevant materials, and manage on-site arrangements to improve the efficiency of decision-making support.
• Coordinate the MD’s business travel and related administrative support to ensure that all arrangements are comprehensive, smooth, and well organised.
• Coordinate cross-departmental matters involving the MD to ensure the timely and accurate flow of information.
  
  

IV. Cross-Departmental Coordination and Execution

• Coordinate communication and collaboration among internal departments and facilitate the efficient implementation of cross-functional initiatives.
• Conduct investigations and analysis on specific management issues and complex cross-departmental matters, and propose practical and feasible solutions.
• Monitor the implementation of key priorities across functional departments and business divisions, and drive issue resolution and task completion.
• Assist in maintaining effective internal management order and ensure consistent communication, coordination, and execution across the organisation.
  
  

General Requirements

• Strong coordination, communication, project-driving, and execution capabilities.
• Strong time-management, administrative, problem-solving, and adaptability skills.
• Detail-oriented, responsible, and able to demonstrate a strong service mindset and a high level of confidentiality.
• Strong written communication, meeting organisation, and cross-departmental collaboration skills.
• Proficiency in office software, with strong capabilities in preparing business documents, spreadsheets, reports, and meeting minutes.
  
  

Work Experience

• At least four years of experience in administration management, operations management, a Managing Director’s office, a general management office, or a related position.
• Experience in internal coordination, meeting management, and senior leadership support within a group company or medium-to-large organisation is preferred.
• Experience in managing an MD’s schedule, coordinating meetings, and following up on key management initiatives is preferred.
  
  

Skills: management,communication,office,administrative,collaboration,general,group meetings