Personal Assistant to Managing Director / Office AdministratorLocation: Swan Hill, VictoriaEmployment Type: Temporary, ongoingAbout the roleAn 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 responsibilitiesExecutive supportProviding high‐level administrative and organisational support to the Managing DirectorProactively managing the Managing Director's diary, meetings, appointments, and deadlinesCoordinating travel, accommodation, and logistics as requiredPreparing and formatting correspondence, reports, and presentationsActing as a key point of contact for internal and external stakeholdersSupporting ad hoc projects and tasks as requiredScheduling and coordinationOffice administration and operationsOverseeing the day‐to‐day running of the officeManaging office supplies, equipment, and vendor relationshipsSupporting onboarding processes, including workspace setup and documentationProviding general administrative support across the business as requiredData management and systemsMaintaining accurate project and client data within Total SynergySupporting data entry, document uploads,



and general system administrationEnsuring data integrity and consistency across internal systemsPolicies, procedures and document controlMaintaining and updating internal policies, procedures, and administrative documentationEnsuring documents are current, accessible, and compliantAssisting with internal reviews or audit preparation when requiredFinancial and expense administrationManaging and reconciling the Managing Director's expensesAssisting with basic financial administration such as invoice tracking and purchase ordersLiaising with finance staff to ensure timely processingHealth, Safety and EnvironmentComplying with workplace health and safety protocolsAssisting with risk assessments and Protected Work Method Statements, as requiredParticipating in training and safety briefingsAbout youProven experience in a Personal Assistant, Executive Assistant, or Office Administrator roleExceptional organisational and time‐management skillsA proactive, self‐motivated approach with the ability to anticipate needsHigh attention to detail and accuracyStrong discretion and professionalism when handling confidential informationAdvanced skills in Microsoft Office, Excel, and cloud‐based document systemsStrong interpersonal skills and the ability to build relationships at all levelsFlexibility and adaptability to changing prioritiesWhat's on offerSwan Hill location with immediate start availableTemporary ongoing opportunityA professional and collaborative environmentA varied and trusted role supporting senior leadership
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