August 20, 2024

Toll Group

Canberra

FULL TIME

Executive Assistant & Operations Support Manager

About Toll Group

At Toll, we do more than just logistics - we move the businesses that move the world. Our 16,000 team members can help solve any logistics, transport, or supply chain challenge – big or small. We have been supporting our customers for more than 130 years. Today, we support more than 20,000 customers worldwide with 500 sites in 27 markets, and a forwarding network spanning 150 countries. We are proudly part of Japan Post —

www.tollgroup.com

Base location Canberra, Melbourne or Brisbane

Are you an accomplished Executive Assistant with a strong background in operations support? Toll Group invites you to bring your exceptional organizational skills, sense of urgency, and leadership abilities to our Government and Defence division. This position, reporting directly to the Division President, offers a unique opportunity to thrive in a fast-paced environment where every day presents new challenges. You will play a crucial role in ensuring the seamless operation of our offices in Canberra, Melbourne, and Brisbane, overseeing 2 direct reports.

Given the dynamic nature of this role, the ideal candidate will possess exceptional time management skills and the foresight to anticipate the President's needs. You’ll interact professionally and seamlessly across a wide range of individuals, including members of the Senior Management Team and direct reports to the President. Success in this role requires handling highly sensitive and confidential information with the utmost professionalism and discretion.

Responsibilities will include:

Executive Support including:
Comprehensive administrative and secretarial support for the President, including diary and email management, travel coordination, and meeting preparation.
Anticipate and organize the workflow, information, and meetings to meet the future needs of the President and team.
Coordinate the preparation and distribution of agendas, presentations, and necessary documentation for meetings.
Operations Support including:
Ensure smooth office operations by managing IT equipment, document control, and office administration within the Government and Defence division.
Oversee travel and accommodation arrangements for the President and Business Unit, ensuring adherence to company policies.
Manage the Reward and Recognition Program and Service Awards for the division.
Team Leadership including:
Supervise and support the Operations Support Officer and Office Administrator, maintaining high standards of task completion.
Lead by example, demonstrating Toll’s core values and reinforcing them within the team.
Finance Assistance including:
Handle expense claims through Concur, process invoices, and oversee cost control activities.
Manage quotes for office supplies and ensure financial reconciliations are accurate and processed in a timely manner.
Administration including:
Greet and manage visitors, maintain visitor logs, and conduct site inductions.
Coordinate boardroom and meeting room scheduling, supporting the setup and execution of meetings and events.
Oversee office supplies, IT access, and ensure the office environment is well-maintained and professional.
Travel Management including:
Coordinate travel bookings to ensure smooth, cost-effective trips within company guidelines.
Manage travel reconciliations, ensuring accurate reporting and adherence to budget guidelines.

To be successful in this role, you will possess:

Minimum 5 years of experience in a similar role, providing executive support to senior leaders and remote office management.
High-level organizational skills, proficiency in MS Office, and strong communication abilities.
A flexible attitude, ability to work under pressure, and a commitment to workplace safety.
A qualification in Business, Administration, or Management.

What moves you?

At Toll, you can help play a vital role in delivering what matters. From food, fuel, medicine and rescue services, we keep businesses and communities thriving. Every day brings change. We see that as an opportunity. To be curious. To ask the right questions. And build meaningful connections. Because finding new ways to solve problems is what we do. With a bold vision to expand our global reach, our 16,000+ people bring a passion for progress. We collaborate in friendly, caring teams, supported by approachable leaders who give us the autonomy to quickly make decisions with impact. Learn and grow with industry-leading training, alongside talented experts. Feel empowered to take on diverse challenges and new responsibilities to move you, our customers, and our world further.

Are you excited about this role but are concerned you don’t meet all the requirements? If you have similar skills and are willing to learn then we encourage you to apply anyway. We know that some people hesitate to apply for jobs unless they meet every single qualification. At Toll, we value a diverse, inclusive and authentic workplace, so if you’re interested in this role but your past experience doesn’t align perfectly then please talk to us – you may be just the right candidate for this or other roles we have coming up.

At Toll everyone is welcome including those of all ages, ethnicities, genders and abilities.

To find out more about us visit www.careers.tollgroup.com

You must be entitled to work in Australia and be prepared to undertake pre-employment checks including a criminal history check and medical.