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 varied 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
Solid 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 wide-ranging and trusted role supporting senior leadership
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