Executive Assistant

Working with Proximity (an SPA Australia company)

Proximity is a leading provider of integrated consulting, legal and commercial services to government entities and large organisations. We recently joined forces with Systems Planning and Analysis (SPA) and are in the process of integrating our Australian teams. Proximity collaborates with its clients to overcome challenges and achieve excellent outcomes. By creating an exceptional workplace culture, Proximity equips its people with the confidence and knowledge to find the 'right fit' solution for its clients' needs.

We're committed to ensuring a safe and respectful workplace, where all our people, no matter their identity, orientation, background or physical ability feel valued and accepted. Our values are central to everything we do and stand for, we are strengthening our culture and building our client advantage by being Genuine people, bringing aBold Approach, and providingHelpful outcomes.

Are you looking for an opportunity to use your project coordination skills in a consulting environment? We are seeking an early career professional to join our team.

Proximity, part of the SPA Australia group, is seeking a full-time Office Manager & Executive Support Officer to join our team based in Barton, Canberra. This is a dynamic, hands-on role ideal for someone who thrives in a fast-paced environment and enjoys being at the heart of a growing, purpose-driven organisation.

About the Role

You will play a pivotal role in managing day-to-day office operations while providing high-level executive support to two of our Practice Leads. Your work will directly contribute to the effective delivery of our business operations and our broader Organisational Ambition Plan.

This position works closely with the Executive Officer and the CEO to ensure seamless coordination of business services and an exceptional workplace experience for our team and on site.

This is a fast-paced, hands-on position where you'll be part of a small team supporting a change to our organisation.

Responsibilities

• Provide high-level calendar management and prioritisation support to the Co-Founder/Director, ensuring efficient daily planning.
• Create and format professional documents and communications using the MS Office suite.
• Manage sensitive matters with professionalism, integrity, and trust.
• Oversee day-to-day office functions, including supplies, equipment, reception, and general upkeep.
• Manage maintenance activities, vendor performance, inspections, and ensure a safe work environment.
• Welcome guests, manage incoming calls, and maintain a polished front-of-house experience.
• Prepare management reports, assist with budget monitoring, forecasting, and expense tracking.
• Work with the Technology team to coordinate office IT needs and ensure smooth infrastructure support.
• Coordinate and attend internal and external events in collaboration with the Communications & Marketing team.
• Act as the Fire and Disaster Prevention Officer, manage inspections/reporting, and take initiative on ad-hoc projects.

As a Proximity team member, your role is that of a trusted sidekick – helping our clients' teams succeed by embracing the complexity and sensitivity of commercial law issues and knowing how to be helpful in the context of the public sector environment.

Culture matters

We're looking for people who live our Values. People who are:

• Tenacious. A can-do attitude, results-driven and dedicated to delivery
• Solution oriented. Think beyond the immediate questions and challenges and produce comprehensive solutions
• Client-first. Relationships matter. Listen, anticipate client needs
• Team players. Collegiate, share knowledge and build confidence in others
• Adaptable. Work through ambiguity or uncertainty

To succeed in this role, you will need:

• Minimum 5 Years' Experience in a similar office management or executive support role within a corporate or professional services environment.
• Advanced MS Office Skills – Confident using Word, Excel, Outlook, and PowerPoint to create high-quality documents, presentations, and reports.
• Strong Organisational & Time Management Abilities – Proven ability to manage multiple tasks, priorities, and schedules with minimal supervision.
• Professional Communication Skills – Clear, concise, and professional written and verbal communication, with a customer-focused mindset.
• Team player with Initiative
• Australian Government Security Clearance, or the ability to obtain one

If you have a consulting background or an understanding of the commercial/private industry, and can thrive in a fast-paced, demanding environment, I'd love to hear from you

Plus, if you want to join a team of dedicated professionals who solve challenging problems and have fun doing it, you'll fit right in at Proximity If this position interests you, please get in contact with Loretta Pabian, Senior Manager- People: careers@proximity.com.au