Executive Assistant / Administrative Assistant (Entry / Junior Level)Role Description

We are seeking a highly organized, proactive, and dependable Executive Assistant / Administrative Assistant (Entry / Junior Level) to provide comprehensive administrative support and ensure seamless day-to-day office operations. In this entry-to-junior position, you will work closely with Executive Assistants, Operations Managers, Office Managers, and Department Leads to manage executive schedules, coordinate meetings, and handle internal and external communications. You will be responsible for managing complex calendars, arranging travel logistics, preparing meeting materials, processing expense reports, and serving as a welcoming primary contact for visitors and stakeholders.

Responsibilities include drafting correspondence, archiving digital files, monitoring office inventory, coordinating cross-departmental logistics, and maintaining complete confidentiality across all administrative tasks. Success in this position requires exceptional organizational skills, high emotional intelligence, transparent written and verbal communication, adaptability under changing schedules, and a strong commitment to administrative excellence.

Qualifications

- Education: Bachelor's degree or Diploma in Business Administration, Communications, Office Management, Secretarial Studies, or a related field.
- Administrative Operations: Fundamental understanding of general office workflows, executive coordination, calendar management, and professional document formatting.
- Calendar & Schedule Management:



Proficiency in using digital calendar tools (e.g., Google Calendar or Microsoft Outlook) to schedule meetings, manage conflicting priorities, and set up multi-time zone calls.
- Travel & Expense Coordination: Exposure to or ability to coordinate travel itineraries, flight and hotel bookings, local transportation, and process expense claims against company policy guidelines.
- Office & Productivity Tools: Hands-on proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) or Google Workspace (Docs, Sheets, Slides) for document preparation, spreadsheet tracking, and slide deck formatting.
- Communication & Discretion: Exceptional verbal and written communication skills with a refined, professional tone for handling executive communications, client inquiries, and internal announcements.
- Document & Record Management: Strong organizational habits in establishing structured digital filing systems, indexing confidential records, and taking concise meeting minutes.
- Task Prioritization & Adaptability: High agility to multitask, stay calm under pressure, prioritize urgent administrative tasks, and adapt quickly to sudden schedule changes.
- Vendor & Supply Management: Experience or familiarity with monitoring office supplies inventory, liaising with facility vendors, and processing administrative invoices.
- Professional Attributes: Strict adherence to confidentiality and data privacy, high integrity, warm interpersonal demeanor, strong attention to detail, and a proactive problem-solving mindset.

📌 Executive Assistant / Administrative Assistant (Entry / Junior Level) (New South Wales)
🏢 UF IFAS Gulf Coast Research u0026 Education Center
📍 New South Wales