Key Responsibilities

1. Company Administration

Reception and Office Management

- Provide front-desk reception, welcoming visitors and preparing tea and coffee for guests and meetings

- Handle day-to-day office administration and keep the office tidy and running smoothly

- Manage the purchasing and stock of office supplies and equipment, coordinate vendors and maintain office facilities

- Liaise with external service providers (IT, cleaning, couriers, building management, etc.) and follow up on service quality and issues

Meetings and Events

- Coordinate meeting arrangements, book meeting rooms and arrange catering as required

- Prepare meeting materials and help record key points and follow-up actions

Document and Contract Management

- Manage filing, document control and record-keeping, including confidential company and legal documents, so that versions are accurate and easy to locate

- Under supervision, draft standard-form agreements and documents from the Company’s approved templates

- Prepare and send documents for signature through Adobe Sign, follow up until all parties have signed, and file the executed versions

Systems and Account Management

- Manage administrator access and user accounts for the Company’s business systems, including set-up for current staff, permission changes and deactivation when staff leave





- Maintain a register of accounts and access permissions, making sure each person’s access matches their role

Finance Support

- Assist with basic bookkeeping and invoicing as required, compile invoices and payment documents, and support the finance team’s approval process

2. Director PA Support

Diary and Travel

- Manage the Director’s diary and calendar, scheduling and rescheduling meetings and appointments at short notice

- Arrange domestic and international travel, including flights, accommodation, transport and itineraries

Correspondence and Documents

- Manage correspondence and emails on the Director’s behalf, and draft emails and basic documents

- Follow up on tasks delegated by the Director to make sure they are completed on time, and report back promptly

Personal Tasks and Transport

- Run errands and attend to personal matters as required by the Director

- Drive the Director to meetings, appointments or the airport as needed (a current, valid driver’s licence is required; vehicle arrangements and related costs follow Company policy)

Confidentiality and Availability

- Handle sensitive Company and Director information with discretion and confidentiality at all times

- Be reasonably contactable and responsive outside standard business hours on occasion

📌 Office Administrator / Director's Personal Assistant (Sydney)
🏢 Bacena Capital
📍 Sydney