Full-Time | Part-Time Considered | Melbourne CBD Studio

WHO WE ARE

IDA Alliance Pty Ltd

Singapore | Malaysia | Philippines | China | Australia

IDA is a Singapore based architectural firm with capabilities in a wide range of Architectural services, Urban planning, Masterplan, Interior Design, Landscape design, Project and Construction Management. Currently has 7 offices across 5 countries with a total team of 300+ and growing. Our primarily skillsets and focus are on industrial development, renewable energies and sustainable design, and we have acquired skills in more than 15 types of complex industries across high-tech manufacturing, logistics, Semi-conductors, Data Centres, Aviation, Defense, Port, Food and Agri-tech.

As part of our recent expansion into Australia, IDA extends the firm’s regional expertise into the Pacific, focusing on master planning and special-use projects such as educational, community, commercial and institutional developments. Based in Melbourne, the studio brings IDA’s integrated design and delivery approach to a market known for its high standards in sustainability, functionality, and urban liveability.

We are currently seeking an administrative support role who is highly proactive and all-rounder person to join our team and support our daily operations of our Design Studio as well as providing executive support to our directors.

ABOUT THE ROLE

1. Manage general office administration tasks and ad-hoc support to Directors as required.
2. Provide operational and administrative support to client businesses, teams and stakeholders.
3. Assist Directors with project and resource planning coordination,



including tracking timelines, deliverables, and project milestones
4. Coordinate and manage office facilities and resources, including ordering supplies and maintaining inventory levels (kitchen and stationery)
5. Liaise with internal teams (including our global offices particularly Singapore office) and external stakeholders to facilitate effective communication and collaboration
6. Assist in organising corporate events, training sessions, and team building activities as required
7. Marketing and social media coordination (LinkedIn and Instagram posts etc)
8. Assist in project fee proposals, project invoicing, basic accounting background to assist in data input and financial management tasks (provide support to Singapore corporate team)
9. Assisting with HR functions including recruitment, onboarding and administration duties.
10. Maintain confidentiality and handle sensitive information with discretion and professionalism

ABOUT YOU

- Experience: 2–4+ years of administrative or executive assistance experience, ideally within architecture, sales/marketing, construction, or creative/design industries.
- Proactive Mindset: A self-starter with a "can-do" attitude who anticipates needs, takes initiative,



and thrives in a fast-paced environment.
- Organization Skills: Exceptional time-management skills with the ability to prioritize tasks and juggle multiple responsibilities seamlessly.
- Communication: Excellent written and verbal communication skills with high attention to detail.
- Tech-Savvy: Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and comfortable learning new digital tools/software quickly.
- Adaptability: Comfortable working within a cross-border, multi-disciplinary team environment.
- Extras: Bookkeeping and accounts clerk experience (Xero or Reckon) is highly regarded

HOW TO APPLY

If you are an energetic all-rounder looking to take ownership of studio operations, we’d love to hear from you! Please submit your résumé along with a cover letter detailing your relevant experience and expected salary to [email protected]

PROGRESSION

As you become familiar with the business, you'll also able to progress on:

- Payroll processing including Superannuation payments
- BAS reconciliations and reporting
- Year-end preparation for external accountant
- Prepare, format, and review correspondence, presentations, reports, and meeting agendas/minutes.
- Assist with basic expense reconciliation and invoice processing in coordination with regional finance teams.

WHY IDA

- Be part of a dynamic, globally expanding design firm working on impactful regional projects.
- Collaborative and supportive team workplace based in Melbourne.
- Opportunity to grow and shape the studio operations as the local team expands.

📌 Administrative & Executive Support Assistant (Melbourne)
🏢 IDA Alliance
📍 Melbourne