We are seeking an Executive Assistant for our client, an award-winning digital transformation and custom software development company headquartered in Australia, specializing in rapid application development and enterprise-grade digital solutions. Founded in 2016, they partner with government organizations and large enterprises to design, build, and modernize mission‐critical systems using low‐code platforms, AI‐enabled technologies, and agile delivery frameworks.
This is a permanent, part‐time position (25 hours per week) designed to support leadership and the wider team with administrative, travel, and office coordination responsibilities.
Position Overview
The Executive Assistant is responsible for ensuring the smooth day‐to‐day running of the North Sydney office (HQ), while also providing support to employees and operations in the Manila and Ho Chi Minh City offices. This includes supporting employee logistics, travel coordination, and internal operational activities across all three locations. The role plays a key part in maintaining a professional, organized, and well‐supported working environment for all employees across the region.
Role Purpose
To ensure efficient office operations, seamless travel coordination, and smooth onboarding/offboarding processes for employees. This role enables leadership and the broader team to focus on strategic priorities by handling day‐to‐day administrative and operational tasks with professionalism and attention to detail.
Key Responsibilities
Office Administration & Facilities
* Manage overall office operations, ensuring a clean, safe, and well‐functioning workplace
* Oversee facilities management, including liaising with building management and service providers
* Order and maintain office supplies and equipment
* Support snacks, environment, and overall facilities improvements
Employee Onboarding & Offboarding Support
* Coordinate issuing of company devices in collaboration with IT
* Maintain asset registers for all issued equipment
* Support onboarding & offboarding by providing asset return lists, coordinating equipment collection, and sending welcome packs to new joiners
Travel & Logistics Coordination
* Organise and confirm travel and accommodation for employees
* Manage travel bookings, changes, and logistics support
* Coordinate courier services across the team
Events & Team Support (ad‐hoc)
* Support execution of internal events (e.g., QBRs, Christmas party, social events) in collaboration with Marketing
* Assist with logistics, coordination, and on‐the‐day support
Qualifications
* Bachelor's degree in Business Administration, Management, or a related discipline (preferred but not required)
* Relevant certification in administration or office management is a plus
Experience
* Minimum 2–4 years of experience in an administrative, office management, or executive assistant role
* Experience in professional services, consulting, or technology companies is a plus
Technical & Soft Skills
* Proficient in Microsoft Office, Google Workspace, Slack, Teams, and Zoom
* Experience with travel booking tools (e.g., TripActions, Concur, or similar)
* Excellent written and verbal English communication skills
* Strong time management, prioritisation, and attention to detail
* Comfortable engaging with directors or C‐level stakeholders
* Proactive communicator — confident picking up the phone and calling directly, not relying solely on email
Location
North Sydney, NSW – on‐site role, 25 hours per week. Candidates must be based in or willing to commute to North Sydney.
Key Success Indicators
* Smooth day‐to‐day office operations with minimal disruptions
* Positive feedback from employees on travel coordination and onboarding experience
* Timely and accurate maintenance of asset registersSuccessful execution of internal events (QBRs, social events, etc.)
* Reduction of leadership time spent on administrative and logistical tasks
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