About the Role
We are seeking a highly organized and professional Secretary/Executive Assistant with 2+ years of experience to provide comprehensive support to our Company Director. The ideal candidate will be proactive, detail-oriented, and capable of managing a wide range of administrative and coordination tasks to ensure smooth operations at the executive level.
Key Responsibilities1. Calendar & Schedule Management
* Organize and prioritize the Director's daily, weekly, and monthly schedule.
* Schedule meetings, appointments, and calls with internal staff, clients, and external partners.
* Avoid scheduling conflicts, anticipate time-sensitive commitments, and adjust meetings proactively.
* Send reminders and ensure the Director is prepared for each engagement with relevant materials.
* Communication Handling
* Screen and manage incoming calls, emails, and other correspondence.
* Respond on behalf of the Director when appropriate, maintaining professional tone and discretion.
* Draft, proofread, and format emails, letters, and memos accurately.
* Maintain professional communication with clients, partners, and staff, acting as a gatekeeper for the Director's attention.
* Reports, Presentations & Documentation
* Prepare reports, presentations, and briefing materials for meetings or projects.
* Compile, analyze, and summarize information so the Director can make informed decisions efficiently.
* Ensure all documents are accurate, well-organized, and professionally formatted.
* Maintain digital and physical filing systems for easy retrieval and confidentiality.
* Meeting Support
* Attend meetings, take detailed minutes, and capture action items.
* Follow up with relevant staff or stakeholders to ensure completion of assigned tasks.
* Prepare agendas, background materials, and necessary documentation before meetings.
* Track progress on projects and deadlines discussed in meetings, reporting updates to the Director as needed.
* Confidential Record Keeping
* Handle sensitive and confidential documents with discretion and integrity.
* Maintain organized records, contracts, and other critical company documents.
* Ensure compliance with company policies and legal requirements in document storage and handling.
* Travel & Logistics Coordination
* Arrange domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
* Prepare detailed travel plans and ensure the Director has all necessary documentation.
* Anticipate and resolve scheduling conflicts or travel changes promptly.
* Liaison & Coordination
* Serve as the primary point of contact between the Director, internal teams, clients, and external partners.
* Communicate instructions, updates, and project progress on behalf of the Director.
* Coordinate cross-departmental collaboration, ensuring alignment on priorities and deadlines.
* Administrative & Financial Support
* Process expense reports, invoices, and reimbursements accurately and in a timely manner.
* Manage office documentation, correspondence, and filing systems efficiently.
* Support small projects or initiatives, as requested by the Director, ensuring follow-through and completion.
* Proactive Problem Solving & Multitasking
* Anticipate the Director's needs and address issues before they arise.
* Handle multiple tasks simultaneously in a fast-paced environment.
* Identify opportunities to improve efficiency and streamline administrative processes.
* Ad Hoc & Strategic Support
* Assist with special projects, strategic initiatives, or confidential company matters.
* Take ownership of tasks that support the Director's office, ensuring smooth operations at all times.
* Serve as a trusted partner to the Director, providing insight and support for both day-to-day operations and long-term initiatives.
Qualifications & Skills
* 2+ years of experience as a Secretary, Executive Assistant, or similar administrative role.
* Excellent organizational and time management skills.
* Strong written and verbal communication skills.
* High level of discretion and ability to handle confidential information.
* Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and basic office equipment.
* Proactive, detail-oriented, and able to multitask in a fast-paced environment.
Benefits
* Annual salary of AUD $65,000 – $70,000
* Professional work environment
* Opportunity to work closely with company leadership
Job Type: Full-time
Pay: $65,000.00 – $70,000.00 per year
Work Location: In person