Administrative Assistant

Sparx Solutions is an Australian-owned and operated system integrator specialising in cybersecurity, networking, cloud, and managed IT services. We are committed to delivering the highest quality design, delivery, and management services to our clients in both the enterprise and government sectors. To support our continued growth, we are seeking a dedicated Administrative Assistant to join our expanding team.

The Administrative Assistant will play a crucial role in ensuring the smooth functioning of daily operations across the organisation. This role requires meticulous attention to detail, strong communication skills, and the ability to thrive in a fast-paced environment. The successful candidate will provide comprehensive administrative support to the executive team and assist in various operational tasks to maintain a productive workplace.

Employment Type: Full-Time, In-Office

Key Responsibilities

• Support the Executive Team: Assist with scheduling and managing calendars, coordinating meetings and conference calls, preparing meeting agendas, taking notes, and following up on action items.
• Help Manage Office Operations: Assist in keeping the office organised and running smoothly by maintaining office supplies, coordinating building maintenance and liaising with building management.
• Coordinate Communication: Help manage incoming and outgoing correspondence, including general phone and email enquiries and deliveries.
• Assist with Data Management: Help maintain both electronic and paper files, databases, and records, ensuring they are up-to-date and organised. Assist with data entry and report generation as needed.
• Help Organise Events and Meetings: Support the planning and coordination of internal and external meetings, events, and conferences, including venue booking, logistics, and preparing materials.
• Support HR Activities: Assist with basic HR tasks such as scheduling interviews, preparing onboarding and offboarding paperwork and maintaining employee records.
• Assist in Procurement: Help with the procurement process, including obtaining quotes, processing purchase orders, and communicating with suppliers.
• Coordinate Travel Arrangements: Assist in booking flights, accommodation, and transportation, and help prepare travel itineraries for staff.
• Customer Service: Welcome visitors and assist in handling client inquiries, providing a positive first impression.
• Provide Project Support: Assist with various projects by helping with research, preparing documents, and tracking timelines.
• Maintain Records and Compliance: Help maintain accurate records, ensure compliance with company policies, and handle sensitive information with care.
• Contribute to Sales Operations: Support the sales team with administrative tasks, provide assistance with go-to-market activities like tenders, events, creation of sales collateral etc.

Qualifications and Experience

• Proven experience in an administrative support role, preferably in a fast-paced environment.
• Excellent organisational and time-management skills.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Exceptional interpersonal and communication skills, both written and verbal.
• High level of attention to detail and accuracy in completing assignments.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexible and adaptable, with the ability to handle a variety of tasks and changing priorities.
• Ability to work independently and collaboratively within a team environment.

About you

We are looking for a proactive individual with a 'can-do' attitude, who is comfortable working both independently and as part of a team. You should be someone who thrives under pressure, enjoys taking on new challenges, and continuously seeks to improve processes. If you are organised, detail-oriented, and eager to make a positive impact, we want to hear from you

Benefits

• Competitive salary package, including annual salary review, performance bonuses, and incentive
• Flexible workplace with flexible start and finish times
• Regular company events and celebrations
• Opportunities for personal education and development funded by Sparx
• Study & Volunteer leave
• Additional Day of Annual Leave
• Employee referral bonus
• Career growth and succession opportunities across the business
• Wellness programs
• Employee discount platform
• Awesome culture with genuine work-life balance
• Fun and inclusive team environment

We are looking for our next administrative assistant to join Sparx Solutions as soon as possible. This is a permanent, full-time role based in our Melbourne CBD office, with flexibility to work from home occasionally.

Please note that Sparx Solutions will request as part of the recruitment process, reference checks and verification of your right to work in Australia. You may also be required to undertake background checks and police checks for security clearance pertaining to specific job requirements.