Legal and People Executive Support

ABOUT US

At Hickory, we don’t believe in standing still, for over three decades we have continually invested in researching and developing systems and products to improve the way we build. Our philosophy is ‘MADE for LIFE’ – it’s a commitment we honour, each day. Everything we do and everything we build is ‘MADE for LIFE.’ Whether it’s refining our patented, prefabricated building products, developing more efficient and sustainable construction practices, or bringing expertise inhouse to supply critical components, we always believe there is a better way. As a result, Hickory have become one of the most diverse property companies in Australia.

THE OPPORTUNITY

The Legal & People Executive Support plays three essential functions at Hickory:

• Acting as the Executive Assistant to the General Counsel & Director of People
• Providing administrative support to the Legal Department
• Providing administrative support to the People department

The Legal & People Executive Support is instrumental in managing the executive's schedule, facilitating effective communication, and ensuring confidentiality in handling sensitive information. By efficiently coordinating meetings, managing correspondence, and organising travel logistics, the Executive Support role enables the General Counsel & Director of People to focus on strategic priorities and decision-making processes. This role also involves project management support, which includes tracking and coordinating various projects to meet legal and organisational objectives, thereby enhancing productivity and compliance.

WHAT HICKORY CAN OFFER

• Family-Friendly Policies: Receive paid parental leave to support your family needs.
• Wellness & Fitness Amenities: Enjoy access to wellness and fitness facilities, including a yoga studio and gym, to promote a healthy lifestyle.
• Premium End-of-Trip Facilities: Benefit from premium end-of-trip amenities such as lockers, secure bike storage, towel and dry-cleaning service, and top-notch shower and change facilities.
• Modern Office Environment: Immerse yourself in a unique working environment within a brand-new, state-of-the-art office building.
• Continuous Career Advancement: Unlock your potential through ongoing career development and growth prospects.
• Employee Wellbeing: Access our Employee Assistance Program (EAP) for valuable support and resources.
• Travel Perks: Benefit from exclusive travel perks, including discounted flights and hotel rates.
• Supportive Culture: Thrive in a nurturing team environment that values both collective and individual achievements.
• Diverse Opportunities: Gain exposure to a wide range of roles and industry leaders in our leading market company.
• CBD Convenience: Our location in the CBD offers easy access to public transport and is just a short walk away from Southern Cross Station, Southbank, South Melbourne Market, Albert Park, and more.

RESPONSIBILITIES

• Calendar Management: Ensure the executive’s schedule is organised, avoiding conflicts and optimising time for meetings, deadlines, and strategic planning.
• Email Management: Monitor and prioritise executive emails to ensure timely responses and efficient communication, preventing important messages from being overlooked.
• Meeting Coordination: Schedule, prepare agendas, and coordinate logistics for meetings, ensuring they run smoothly and objectives are met.
• Travel Arrangements: Organise domestic and international travel logistics to ensure seamless travel experiences and maximise productivity during trips.
• Confidential Information Handling: Manage sensitive information with discretion, maintaining confidentiality and complying with organisational policies.
• Executive Support: Anticipate and address the needs of the executive, ensuring they can focus on strategic priorities without administrative distractions.
• Ad Hoc Front Office Support: In the absence of the Office Manager fill in for reception duties, including greeting visitors, managing incoming calls and organise meeting rooms.
• Meeting Preparation and Coordination: Prepare organized meeting agendas covering executive, HR, and legal topics.
• Recruitment and Onboarding Support: Assist with recruitment tasks such as posting job advertisements, screening resumes, and scheduling interviews, while also preparing employment contracts, coordinating orientation sessions, and organizing new hire paperwork for onboarding.
• Information Management and Research: Conduct research to support executive decision-making, legal due diligence, and HR initiatives.
• Document Preparation: Draft professional correspondence, stakeholder-facing documents, and reports for HR, legal, and executive needs.
• Employee and Stakeholder Communication: Facilitate employee and stakeholder communication by addressing employee inquiries on HR policies, benefits, and procedures.
• Compliance and Policy Adherence: Ensure compliance and policy adherence by aligning HR and legal practices with labor laws, organizational policies, and regulatory standards.
• Administrative Support: Provide comprehensive administrative support to executives, HR, and legal teams, including managing correspondence and tasks.
• Training Coordination: Assist with HR and legal training sessions to enhance skills and compliance awareness.

TO BE SUCCESSFUL IN THE ROLE

• A bachelor's degree in a relevant field, although equivalent professional experience could substitute formal education
• Proficiency in Software Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), calendar and scheduling tools, and experience with CRM and database software
• Administrative Experience - at least 3-5 years of experience in a similar administrative or executive support role
• Executive Support - proven experience supporting high-level executives, preferably at the C-suite level
• Calendar Management – proficiency in managing complex calendars and schedules efficiently

If this sounds like your next opportunity, we would love to hear from you as soon as possible! Submit your CV today. Due to the volume of applications, only successful applicants will be contacted - thank you for your understanding.