Executive Coordinator

3 days ago

Newcastle, New South Wales, Australia beBeeAdministrative Full time $67,828 - $87,824
Job Title: Administrative Assistant

We are seeking a highly organized and proactive Administrative Assistant to join our team. The successful candidate will provide vital support to our leadership team, ensuring seamless day-to-day operations.

  • Meeting Coordination: Arrange meetings, resolve conflicts, and prioritize scheduling with the CEO's calendar.
  • Agenda Preparation: Draft meeting materials, PowerPoint presentations, and calendar invitations for Leadership and Management Committee meetings.
  • Scheduling Support: Assist with scheduling and preparing for meetings, including drafting agendas, printing/distributing materials, setting up meeting spaces, and providing follow-up support.
  • Event Logistics: Provide event and logistics support, including ordering flowers, managing office lunches, coordinating catered events, and assisting with office holiday/engagement activities.
  • Communication Support: Draft and send announcements, prepare internal emails, and assist with newsletter content.
  • Survey Support: Drive company surveys by creating, distributing, sending reminders, and tracking results—bringing new ideas to boost engagement and participation.
  • Office Errands: Run office errands as needed (e.g., post office, grocery store, florist, gift cards, general supplies).
  • Travel Arrangements: Assist with travel and registration arrangements upon request.
  • Event Preparation: Create name tags, flyers, catered lunches, and other materials in preparation for events.
  • Record Maintenance: Maintain organized records, files, and office supplies.
  • Front Desk Reception: Serve as first point of contact for visitors, new employees, and customers, while supporting mail and deliveries, meetings, and daily office closing duties.
  • Employee Engagement: Fulfill prize and swag redemptions from employee engagement platform.
  • General Administration: Provide general administrative support, including document preparation, mail distribution, and handling ad-hoc requests from leadership.
  • Announcements: Draft and distribute company announcements including promotions, GCO, office memos, milestone events, and general communications.

This role requires excellent communication skills, problem-solving abilities, and proficiency in Microsoft Office Suite applications. The ideal candidate will be highly organized, self-motivated, and able to work independently. A high school diploma or equivalent is required, with some advance training or education in administrative functions preferred. Two or more years of experience in administrative roles is also required, with customer service experience preferred.

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