Executive Assistant & Office Administrator
We are looking for a highly organized Executive Assistant & Office Administrator to support both office operations and senior leadership.
This hybrid role combines hands‐on office management with high‐level executive support, requiring someone who can manage multiple priorities, anticipate needs, and keep the business running smoothly behind the scenes.
You will be a key enabler of productivity, ensuring an efficient workplace while supporting executives in day‐to‐day operations and strategic coordination.
Key Responsibilities
Executive & Administrative Support
* Provide proactive administrative support to C-suite executives, including travel arrangements, complex scheduling and calendar coordination, and related tasks
* Process and reconcile expense reports (e.g. corporate credit cards) accurately and in a timely manner
* Prepare materials, reports, and meeting summaries as required
* Handle confidential documents and information with professionalism and discretion
* Support internal communication and engagement initiatives as required
* Assist with company events, all‐hands, and workshops where executive coordination is needed
* Provide ad hoc project support to the leadership team and broader organization
Office Operations & Facilities
* Manage daily office operations to ensure a well‐functioning, organized workplace
* Welcome visitors to the office and ensure a professional front‐of‐house experience
* Manage pantry supplies, consumables, and general office ordering
* Liaise with cleaning crew and building management to ensure office upkeep and cleanliness
* Support meeting room readiness and general office organization
* Coordinate onboarding logistics for new hires, including liaising with IT for equipment setup, seating arrangements, and access preparation
Skills & Experience
* 3+ years' experience in executive support, office administration, or similar coordination roles, in a fast‐paced or high‐growth environment
* Experience supporting senior leadership or executives
* Proficiency in Microsoft Office 365, calendar management tools and collaboration platforms (e.g., Outlook, Office Suite, Slack)
* Strong organizational and time management skills, with the ability to manage competing priorities
* Excellent written and verbal communication skills in English
* High degree of professionalism, discretion, and sound judgment in handling confidential matters
Location & Reporting
* Location: Sydney, Australia
* Reporting to Chief of Staff
Employment Basis
Full‐time
Diversity
At Firmus, we are committed to building a diverse and inclusive workplace. We encourage applications from candidates of all backgrounds who are passionate about creating a more sustainable future through innovative engineering solutions.
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