Job Description

Executive Assistant / Office Manager
n Location: Victoria- Hybrid ( 3 days in office) + Free Gym access
n Reports To: Head of Operations & Executive Director

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Our client, a fast-growing and dynamic organisation, is seeking an experienced Executive Assistant / Office Manager to provide high-level executive, administrative and operational support to its Executive Director, while also managing the day-to-day running of a busy Victorian office.

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This is a varied and high-trust role suited to someone who thrives in a rapid-paced environment, enjoys wearing multiple hats, and takes pride in keeping both people and workplaces running smoothly.

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The Role Reporting to the Head of Operations and working closely with the Executive Director, you'll act as a trusted right hand, managing executive administration, diary and travel coordination, meeting preparation and communications, while also overseeing office management and employee experience initiatives across the Corporate Services function.

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Key Responsibilities - Executive Support

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- Provide proactive, high-level support to the Executive Director
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- Manage complex diary scheduling, calendar and meeting coordination
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- Coordinate domestic and international travel arrangements and itineraries
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- Prepare presentations, reports, correspondence and meeting materials
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- Manage meeting agendas, actions and follow-up documentation
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- Act as a key point of contact for internal and external stakeholders
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- Support the Executive Director with confidential and sensitive matters
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- Assist with business planning, leadership meetings and strategic initiatives
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Office Management & Workplace Operations

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- Coordinate the day-to-day operation of the VIC office
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- Manage office supplies, consumables and workplace facilities
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- Implement workplace standards, policies and procedures consistently
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- Support employee engagement activities and office-based events
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- Liaise with suppliers, service providers and building management
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- Identify opportunities to improve administrative and workplace processes
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Business & Administrative Support

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- Prepare business documentation, reports and presentations
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- Coordinate leadership meetings and business events
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- Maintain accurate records and administrative documentation
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Business & Administrative Support

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- Support key projects, vendor set-up and contract administration
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- Assist with invoice processing, payment requests and expense administration
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Employee Experience & Onboarding

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- Support onboarding and offboarding logistics for employees
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- Coordinate workspace, equipment and induction administration
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- Support employee engagement initiatives and internal communications
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Systems Support

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- Provide first-line support for basic IT and systems queries
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- Liaise with external IT providers to resolve issues and maintain access records
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About You

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- Demonstrated experience in executive assistance, office management, administration or business support
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- Experience supporting senior executives, business leaders or founders in a fast-paced environment
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- Strong capability in diary management, travel coordination, events and supplier management
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- Confident preparing reports, presentations and business correspondence
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- Excellent organisation, communication and stakeholder management skills
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- High attention to detail with the ability to manage competing priorities
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- Proficient across Microsoft 365 and business administration systems
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- Highly organised, proactive, adaptable, and known for discretion and professionalism
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📌 Executive Assistant/ Office Manager (Victoria)
🏢 Miller Leith
📍 Victoria