Key Role Overview
This is a key role in a multi-disciplinary office, which operates with a high level of autonomy
Provide a secretarial assistant role to the Managing Director – Australia
Facilitate administration of Brisbane Office
Provide administrative and secretarial support to all technical team members (engineers and geologists) based in Brisbane Office and liaise with staff based in the head office in Pittsburgh, USA and other company offices located in Beijing, PRC and Bogota, Colombia
The role reports to the Managing Director - Australia
Key Responsibilities
Secretarial Assistant
Monitor and maintain diary commitments, appointments, upcoming events
Organise appointments and travel
Facilitate administration pertaining to Managing Director (i.e. expense claim forms, timesheets, emails, call screening, liaise with current and prospective clients)
Host clients and international visitors
Organise meetings and networking events: lunch, dinner, sporting events
Research and marketing support/coordination
Secretarial Administration
Preparation of reports within given templates and report formats in Microsoft Word, PowerPoint and Excel
All document preparation and typing requirements, e.g. proposals, formal reports, letters, memos, spreadsheets, presentations
Proofing of reports: format, grammar, spelling
Provision of assistance to engineers and geologists with report layouts, templates, formatting
Travel arrangements for all staff (in conjunction with a travel agent)
Minutes of meetings
Completion of policies and procedures for office and personnel
Closely liaise with US Head Office with various job tasks and issues
Monthly financial reporting coordination
Marketing/LinkedIn
General Office
All reception and general daily office duties as required, to support a smoothly functioning office, but also support to consultants travelling for work
Organise and maintain office stationery supplies, monitor equipment maintenance agreements (e.g., photocopier, internet provider)
Maintain filing, library and storage systems
Liaise with suppliers
Maintain staff amenities (including ordering of supplies and equipment, washing tea towels)
Premises and equipment maintenance – coordination with building management
Book-keeping
Monthly invoicing and financial reporting
Timesheets
The Person
Technical Skills
Experience in office management, with experience in a consulting/mining/engineering environment advantageous
Microsoft Word – Advanced with minimum 70 wpm (i.e. mail merge, labels, templates, section breaks, tables, headers and footers, table of contents, images, find and replace, styles, headers)
Outlook – Intermediate to advanced (i.e. calendar, appointments, categories, and mailing from contacts)
PowerPoint – Intermediate to advanced e.g. complex flowcharts
Excel – Intermediate
Adobe Acrobat – Intermediate to advanced
Internet Explorer – Intermediate to advanced
XERO/ProjectWorks (training can be provided as required)
LinkedIn
Maturity, with a flexible approach
A sense of humour
Well-developed interpersonal skills with the ability to work across diverse personalities and cultures
Initiative and self-drive
Strong work ethic and high work standards
Ability to work with competing priorities both as a team member and autonomously
Terms
Full-time position from Monday to Friday
Hours – typically 8:00 to 5:00 pm with a 1 hour lunch break
An expectation to work extra hours on occasions when required; (i.e. project report deadlines etc.)
Apply Today
Please send your application and resume by clicking the apply button.
Please note that this position is available only to permanent Australian residents or applicants who hold the relevant approvals and authorities to work in Australia.
Please ensure this information is clearly provided in your application.
At this time no agency applications will be accepted.
Seniority level
Entry level
Employment type
Full-time
Job function
Administrative
Industries
Mining
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