Personal Assistant to Managing Director / Office Administrator

Location: Swan Hill, Victoria

Employment Type: Temporary, ongoing

About the role

An opportunity has become available for an experienced Personal Assistant / Office Administrator to provide high‑level executive support to the Managing Director while ensuring the smooth day‑to‑day operation of the office. This is a wide-ranging and trusted role suited to someone who thrives in a fast‑paced professional environment, enjoys working across both executive support and office administration, and takes pride in being the “go‑to” person who keeps everything running efficiently.

Key responsibilities

Executive support

- Providing high‑level administrative and organisational support to the Managing Director
- Proactively managing the Managing Director’s diary, meetings, appointments, and deadlines
- Coordinating travel, accommodation, and logistics as required
- Preparing and formatting correspondence, reports, and presentations
- Acting as a key point of contact for internal and external stakeholders
- Supporting ad hoc projects and tasks as required
- Scheduling and coordination

Office administration and operations

- Overseeing the day‑to‑day running of the office
- Managing office supplies, equipment, and vendor relationships
- Supporting onboarding processes, including workspace setup and documentation
- Providing general administrative support across the business as required

Data management and systems

- Maintaining accurate project and client data within Total Synergy
- Supporting data entry, document uploads, and general system administration




- Ensuring data integrity and consistency across internal systems

Policies, procedures and document control

- Maintaining and updating internal policies, procedures, and administrative documentation
- Ensuring documents are current, accessible, and compliant
- Assisting with internal reviews or audit preparation when required

Financial and expense administration

- Managing and reconciling the Managing Director’s expenses
- Assisting with basic financial administration such as invoice tracking and purchase orders
- Liaising with finance staff to ensure timely processing

Health, Safety and Environment

- Complying with workplace health and safety protocols
- Assisting with risk assessments and Safe Work Method Statements, as required
- Participating in training and safety briefings

About you

- Proven experience in a Personal Assistant, Executive Assistant, or Office Administrator role
- Exceptional organisational and time‑management skills
- A proactive, self‑motivated approach with the ability to anticipate needs
- High attention to detail and accuracy
- Strong discretion and professionalism when handling confidential information
- Advanced skills in Microsoft Office, Excel, and cloud‑based document systems
- Strong interpersonal skills and the ability to build relationships at all levels
- Flexibility and adaptability to changing priorities

What’s on offer

- Swan Hill location with immediate start available
- Temporary ongoing opportunity
- A professional and collaborative environment
- A varied and trusted role supporting senior leadership

#J-18808-Ljbffr

📌 Personal Assistant (Mildura)
🏢 Rashi Joshi
📍 Mildura