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Recruitment of an Executive Assistant

How we recruited an Executive Assistant for a fishing and aquaculture industry body

Our client

Our client is the peak industry body representing the interests of the commercial fishing, pearling and aquaculture sectors in Western Australia. They provide strategic leadership and advocacy on significant matters affecting the industry as a whole.

  • Location - Perth, WA
  • Industry - fishing and aquaculture
  • Size - 10 employees

We applied our three-phase service delivery model for this recruitment drive.

Video job advertisement

Social media algorithms favour videos over still content, so we create video advertisements for all vacancies to help source our candidates.

We take full advantage of this unique and highly effective form of candidate sourcing in order to reach the right candidate at the right time. 

We post our videos on Twitter, LinkedIn and Facebook. They are posted on these platforms 10-20 times, based on relevance. Our videos typically receive over 1,000 views within the first 24 hours.


Job advertisement

We constantly refresh, rewrite and reformat our job advertisements to optimise the quality of applications received. Our approach is aggressive - we post around 20 advertisements for every permanent job. Advertisements are posted on:

  • Job boards - Seek, Adzuna, Glassdoor, Indeed and Jora
  • Social media - LinkedIn, Facebook and Twitter
  • 11 Recruitment's website

On average, our advertisements receive over 100 applications and perform well above the market benchmark for Seek, shown in this graph.

Executive Assistant

  • Support the CEO and internal team members
  • Work for a collaborative not-for-profit organisation
  • A cohesive place where people genuinely love what they do

The role

Administration duties for this role will include:

  • Supporting the CEO and senior staff 
  • Supporting internal team members 
  • Diary management and arranging appointments
  • Booking meeting rooms and conference facilities 
  • Overseeing reception duties 
  • Assisting with event management when required 
  • Taking professional minutes for board and committee meetings 
  • Formatting, collating and distribution of Board and committee papers

IT-related duties for this role will include:

  • Providing basic IT support
  • WordPress or web site maintenance 
  • Office 365 systems management
  • Taking ownership of internal Customer Relations Management (Microsoft Dynamics CRM and case management) system

About you

The successful candidate will have:

  • Experience in executive support 
  • Strong admin experience, with all-round front office management skills, using contemporary business and digital communication platforms 
  • Proficient minute taker - or the ability to learn quickly
  • A great attitude and personable nature - a team player
  • The capacity to take ownership of the role and use initiative 
  • A creative and collaborative approach to the work environment 
  • Practical experience in administrative and office support using current business platforms 
  • Experience with MS CRM (or like) database, case, and document management solutions 

It would also be an advantage to have:

  • Experience with cloud-based storage and (SharePoint solutions) 
  • Working knowledge of general IT issues and resolutions 
  • Experience with WordPress web design/maintenance 
  • Experience in promotions and events planning 
  • Experience with social media platforms for business  

About our client

Our client is the not for profit peak industry body representing aquaculture interests in WA. The small, dynamic group of ten takes a team approach to representing fishers in their relationships with members, government and other marine stakeholders.

An important aspect of this position is public education and outreach, to improve community understanding of WA's responsible approach to sustainable fishing and to further consumer understanding and preference for fresh, local and sustainable WA seafood.

Please note that only people with the right to work in Australia should apply for this position. 

Assessment Matrix design

Our in-house designed, custom made software generates an Assessment Matrix, which is our blueprint for the recruitment process. Our process consists of screening, interviews, document verification, skills testing, personality profiling and reference checks.

Ticks indicate the point at which each criteria is addressed. More importance criteria are checked multiple times throughout the recruitment process.

Selection criteria

Screen

Interview

Docs.

Profiling

Refs.

Education






Bachelor's degree - advantage




Experience






CRM - MS Dynamics / equivalent



CEO EA



Taking minutes for board meetings



Consolidating info. for board meetings



Small team management / coaching



Web design / maintenance - WordPress



High-volume administration



Business / digital communication



CEO diary and travel management



IT issue understanding / resolution



Cloud-based storage - desirable



Event management - desirable



Other






Attention to detail




Microsoft Office - advanced





Adobe software - intermediate





Spelling and grammar - excellent





Verify LinkedIn vs CV



Accept expected salary ($75k)



Previous warning of termination?



Will you pass a drug test?



Behaviour






Dominance - 35%




Influence - 32%




Steadiness - 59%




Compliance - 69%




Forms signed






Health / police check





Signed document - tell the truth





Docs verified






Driver’s licence




Citizen AU / NZ or PR




DISC profiling

Similar to people, jobs have their own behavioural profile that is based on duties, environment and communication. We create a profile for every job vacancy, enabling us to match an applicant's behaviour against that of a specific role.

We use DISC, which examines the following attributes:

  • Dominance - accomplishing results, the bottom line, confidence
  • Influence - persuading others, openness, dependability
  • Steadiness - cooperation, sincerity, dependability
  • Compliance - quality, accuracy, expertise

DISC profile - Executive Assistant

Executive Assistant

Shortlisted candidates

Candidate A

Candidate B

Candidate C

Behavioural adaptation by candidates to match the job profile:

Candidate A

Candidate B

Candidate C

Results

Our aim is to produce a strong shortlist by sourcing widely. We measure every stage in our recruitment process to ensure we meet this key objective.

Our service comes with an extended 18-month replacement guarantee. This guarantee means our interests are mutually aligned - to recruit high achievers who will excel and stay.

Video views

1,629


Applications received

138


Interviewed by 11 Recruitment

24


Shortlisted

8


Interviewed by client

8


Hired

1

Feedback

"The service that I have been receiving from Christian is professional, friendly and most importantly personal.

You don't find it everyday that a Managing Director takes time out of their busy day to interact with clients on that level - a true sign that the customer does come first.

Keep up the good work Christian and team."

Looking to recruit?


Christian Madsen | Managing Director

Want to recruit?

Click the button to request your free quote or call me on (08) 9225 6211 if you have any questions.

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