About Our Client
A leading operationally focused private equity firm in Australasia. They partner closely with management teams to make control investments where they can apply hands‐on expertise to drive performance improvement and deliver proven value creation. They are committed to excellence and consistently delivering outstanding results.
Job Description
Front of House & Office Support
* Welcome guests, escort them to meeting rooms, and offer refreshments.
* Ensure all meeting rooms are clean, tidy, and reset before and after use.
* Monitor and manage meeting room bookings to avoid scheduling conflicts.
* Coordinate Board Room and in‐office catering, including lunches and special meetings.
* Maintain a clean and organised kitchen area.
* Order and manage stationery, kitchen supplies, and general office inventory.
* Manage incoming deliveries, courier arrangements, and office supply drops.
* Check and distribute mail from internal and GPO mailboxes.
* Maintain office equipment (e.g., ensuring photocopiers are stocked, whiteboards are cleaned, pens replaced).
Executive & Administrative Support
* Provide comprehensive administrative support to two Managing Partners, including diary management, travel arrangements, restaurant bookings, and occasional personal support.
* Coordinate meetings and scheduling for Partners and the Deal Team.
* Answer the company mobile phone, check voicemail, and forward messages as required.
* Reconcile monthly corporate expenses and Managing Partners' AMEX statements.
* Prepare and update internal registers.
* Maintain and update the firm's CRM system (Dynamo).
* Assist with the preparation, printing, and binding of Board and Presentation packs.
* Support the Finance team with ad hoc administrative tasks.
Events & Team Support
* Organise internal events such as team offsites, Melbourne Cup lunch, and ad hoc team gatherings.
* Prepare induction programs and onboarding logistics for new starters.
* Run occasional errands such as banking, post office runs, and other office-related tasks.
The Successful Applicant
* Executive Support Capability
o Proven experience supporting senior executives-ideally C‐suite, Managing Partners, or equivalent-within financial services, professional services, or a high‐performance commercial environment.
o Exceptional diary, travel, and inbox management skills, with the ability to proactively anticipate needs and manage competing priorities across two busy schedules.
o Demonstrated ability to manage confidential information with discretion, professionalism, and sound judgment.
* Organisational Strength & Attention to Detail
o Highly organised with strong time‐management skills and the ability to stay ahead in a fast‐paced, demanding environment.
o Strong attention to detail, ensuring accuracy across scheduling, documentation, expenses, CRM updates, and board material preparation.
o Ability to manage multiple workstreams simultaneously while maintaining excellent follow‐through.
* Stakeholder Management & Communication
o Confident, polished communication style with the ability to liaise professionally with senior internal stakeholders, portfolio company executives, investors, and external partners.
o A warm, welcoming front‐of‐house presence aligned with a premium corporate environment.
* Technical and Administrative Proficiency
o Strong MS Office skills (Outlook, Word, PowerPoint, Excel) and confidence learning new systems such as CRM platforms (ideally Dynamo but not essential).
o Experience handling expenses, reconciliations, travel itineraries, and preparation of presentations or board packs.
* Office Coordination Experience
o Experience managing meeting rooms, office supplies, catering, and general office operations.
o Ability to oversee events such as team offsites, internal functions, and corporate lunches.
* Personal Attributes
o Proactive, resourceful, and solutions‐focused, with the ability to anticipate needs before they arise.
o Calm under pressure, adaptable, and comfortable supporting executives with differing working styles.
o Professional, reliable, and committed to delivering a high standard of service.
What's On Offer
* Join a respected, high‐performing firm with excellent exposure to financial services and investment activity, based in Sydney.
* Directly support two Managing Partners, offering rare access to senior leadership and strategic decision‐making.
* Work in beautifully appointed offices with breathtaking city views, modern meeting rooms, and a polished professional environment.
* Permanent, full‐time role offering job stability.
* A dynamic blend of executive support, front‐of‐house, event coordination, and office management.
* Collaborative and supportive workplace culture.
This is a fantastic opportunity to take the next step in your career as an Executive Assistant. If this sounds like the role for you, we encourage you to apply today!
Contact: Carina Hosie
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