Personal Assistant to Director

3 weeks ago

Perth, Australia Visa Pass Migration Full time

**Position Overview**

**Key Responsibilities for the Personal Assistant Role**:
**Administrative Support**
- Manage and maintain the Migration Agent’s calendar, scheduling appointments, and meetings.
- Coordinate travel arrangements, including booking flights, accommodations, and transportation.
- Prepare and organise meeting materials, agendas, and minutes.
- Handle confidential information with discretion.

**Client Communication**
- Draft, proofread, and send correspondence on behalf of the Migration Agent.
- Maintain a client database, ensuring all information is up-to-date and accurate.

**Document Management**
- Organise and maintain electronic and physical filing systems.
- Ensure all client files are complete and comply with legal and regulatory requirements.
- Coordinate with clients to gather necessary documentation and information.

**Project Coordination**
- Assist in the planning and execution of company projects and events.
- Monitor and track project timelines and deliverables.
- Provide regular updates to the Migration Agent on project status and any issues.

**Office Management**
- Oversee office supplies inventory and place orders as needed.
- Ensure the office environment is tidy, organised, and conducive to work.
- Manage office equipment maintenance and liaise with IT support when necessary.

**Financial Administration**
- Handle invoicing, receipts, and expense reports.
- Assist in the preparation of budgets and financial reports.
- Coordinate with the finance department on billing and payment matters.

**Client Process Management**
- Oversee the client onboarding process, ensuring all forms and documentation are completed accurately.
- Manage the client consultation schedule and follow up with clients on upcoming appointments.
- Prepare initial assessment reports and assist in the creation of personalised migration plans.

**Training and Development**
- Assist in training new staff members and interns.
- Keep up-to-date with migration laws, regulations, and policies.
- Attend relevant training sessions and workshops to enhance skills and knowledge.

**Education**:

- Graduate Dip. in Australian Migration Law & Practise will be considered a huge bonus but not a must.

**Experience**:

- Admin experience will be highly advantageous. But the willingness and eagerness to learn is what is very important for this role.

**Skills**:

- Exceptional organisational and time-management skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite and other office management software.
- Strong attention to detail and problem-solving abilities.
- Ability to work independently and as part of a team.
- Knowledge of migration laws and procedures is a plus.

**Personal Attributes**
- Professional demeanour and appearance.
- High level of integrity and confidentiality.
- Strong interpersonal skills and ability to build relationships with clients.
- Adaptability and ability to manage multiple tasks simultaneously.
- Positive attitude and willingness to learn.

**Working Conditions**
- Standard office hours with occasional overtime or weekend work as required.
- Hybrid work environment with the possibility of remote work.

**Application Process**

We look forward to welcoming you to our small but amazing team.

**Job Types**: Subcontract, Graduate

Pay: From $30.00 per hour

Expected hours: 10 - 25 per week

**Benefits**:

- Employee mentoring program
- Professional development assistance
- Work from home

Schedule:

- Afternoon shift
- Monday to Friday
- Morning shift
- On call
- Weekend availability

Supplemental pay types:

- Performance bonus

Work Authorisation:

- Australia (preferred)

Work Location: Hybrid remote in Perth, WA 6000

Expected Start Date: 10/06/2024

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