Full-time | Office-based | Melbourne CBD (Collins Street)
Our client is a global professional services firm seeking an Executive Assistant / Office Assistant to provide high-quality executive and operational support to senior leadership, while ensuring the smooth day-to-day running of their Melbourne office.
This is a hands-on, full-time office-based role suited to someone who thrives in a fast-paced, professional environment and enjoys being at the centre of office operations.
The Role
Reporting to an Executive Assistant based in Melbourne, you will play a critical role in supporting senior leaders and creating a professional, well-functioning office environment.
Key responsibilities include:
Executive Support
- Complex calendar management for senior leadership
- Travel arrangements and detailed itineraries
- Inbox management and communication follow-up
- Daily timesheet coordination and month-end support
- Expense management
- Preparing, formatting and proofreading high-quality documents, reports and presentations
- Coordinating conflict checks and compliance documentation
- Tracking court appointments
- Raising invoices, supporting billing processes and following up as required
- Assisting with business development materials, pitch decks and presentations
- Maintaining CRM records for senior leadership
- Coordinating internal and client-facing events
- Front-of-house duties including greeting clients, managing meeting rooms and preparing refreshments
- Maintaining presentation standards across meeting rooms, kitchen and communal areas
- Managing couriers, mail, phone calls and general enquiries
- Liaising with building management and facilities
- Managing office supplies, equipment and stock control within budget
- Supporting health and safety compliance, security and fire safety processes
- Contributing to the implementation of new systems, technology and ways of working
- Building strong relationships with senior leaders and internal teams
- Supporting broader business operations and coordination with other offices
To be successful in this role, you will bring:
- 1–3 years’ experience in an executive support or office administration role, ideally within a professional services environment
- Strong skills across Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams)
- Excellent organisational and time management skills with the ability to manage competing priorities
- High attention to detail and a commitment to quality
- Strong written and verbal communication skills
- Experience supporting billing processes, timesheets and month-end activities
- A professional, service-oriented approach and strong interpersonal skills
- The ability to work both independently and collaboratively within a small team
- Competitive salary
- Health and wellbeing support
- $500 annual health and wellness stipend
- 20 days annual leave plus annual office closure between Christmas and New Year
- Birthday leave and a dedicated wellness day
- 10 days personal/carer’s leave
