Office Assistant

The position ensures the effective and professional operation of a newly established Australian office within a global professional services firm. The Office/Practice Assistant is responsible for overseeing daily office functions, maintaining a high standard of workplace presentation, and supporting operational efficiency. In addition to office management duties, the role includes providing high-quality executive and administrative support to senior leadership. This is a hands-on role in a dynamic, team-oriented environment with a continuous improvement mindset. This is a full-time, office-based role (not remote or hybrid) in Flinders Street, Melbourne.

• Provide front-of-house support including meeting and greeting clients, managing meeting rooms, preparing refreshments and maintaining presentation standards of meeting spaces.
• Maintain general office presentation, including kitchen and communal staff areas.
• Manage couriers, incoming and outgoing mail, phone calls, and general inquiries.
• Liaise with building management and facilities.
• Manage office supplies and equipment, including stock control and budget adherence.
• Ensure compliance with health and safety standards, acting as a point of contact for security and fire safety.
• Organise and coordinate client-facing and internal events, including venue booking, liaising with suppliers, and coordinating logistics.
• Provide administrative support to senior leadership and other administrative staff, including calendar management, travel arrangements and itineraries, timesheet coordination (daily) and month-end activity support, and expenses.
• Provide assistance to prepare, format, and proofread documents, reports and client presentations to a high standard.
• Actively contribute to the implementation of new technology and operational processes; identify and suggest improvements to existing systems and ways of working.
• Build relationships with senior leaders, other senior staff members, and internal corporate functions.
• Support broader business operations in Australia, including coordination with colleagues in other offices to ensure consistency and alignment.

• 3–5 years' experience in an office administration role, ideally in a professional services environment.
• Skills in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint).
• High level of attention to detail and commitment to quality.
• Strong written and verbal communication skills.
• Excellent organisational and time management skills, with the ability to manage competing priorities.
• Experience supporting billing processes, timesheet submission and month-end activities.
• Ability to work both independently and collaboratively as part of a small team.
• Professional, service-oriented approach with strong interpersonal skills.

• Health and wellbeing support provided by Intellect Holistic.
• $500 annual health and wellness stipend to support health, wellness, and fitness expenses.
• Annual leave allowance: 20 days plus three days annual closure between Christmas Eve and New Year's Eve, 1 day of leave during birthday month, 1 wellness day.
• 10 days per annum personal/carer's leave.

Teneo is the global CEO advisory firm. We partner with our clients globally to do great things for a better future.

Drawing upon our global team and expansive network of senior advisors, we provide advisory services across five business segments to help our clients solve complex business challenges. Our clients include a significant number of the Fortune 100 and FTSE 100, as well as other corporations, financial institutions, and organizations.

Our full range of advisory services includes strategic communications, investor relations, financial transactions and restructuring, management consulting, physical and cyber risk, organizational design, board and executive search, geopolitics and government affairs, corporate governance, ESG and DE&I.

The firm has more than 1,700 employees located in 45+ offices around the world.

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Candidate Privacy Notice

What is the purpose of this document?

Teneo Strategy Limited ("Teneo") is a data controller. This means that we decide how we hold and use personal information about you for recruitment purposes and related rights.

We will comply with data protection law and principles, which means your data will be used and stored as described in this notice.

We may collect and use personal data including your name, contact details, CV contents, qualifications, employment history, current remuneration, eligibility to work, and other information provided during the recruitment process.

We may collect data from third parties, references, and public sources. We will only seek some information after a job offer is made where necessary and relevant.

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You are under no obligation to provide data, but if you do not provide it, we may not be able to consider your application.

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• Internal access within the company for recruitment purposes (HR, interviewers, managers).
• Share with other companies within the Teneo group or third parties outside the EEA as needed, with safeguards.
• Third party providers for assessments or recruitment software under our instructions.

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We have implemented security measures to protect your personal information.

How long will you keep my information?

If unsuccessful, data will be kept for 3 years; if successful, data will be transferred to the personnel file and retained during employment.

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You may request access, correction, erasure, objection to processing, restriction of processing, and data portability in accordance with applicable law.

For questions, contact Lon-recruitment@teneo.com. You may lodge a complaint with the ICO if applicable.

Last updated: 5 December 2019

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