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Executive Assistant

2 weeks ago

Brisbane, Queensland, Australia beBeeOffice Full time $80,000 - $100,000
Job Title: Office Administrator

The Front of House Coordinator is a key role in creating a professional and welcoming office environment. This person will be the first point of contact for visitors and callers, acting as a vital link between our organisation and its clients.

  • Front Desk/ Administration:
  • Greeting visitors on arrival and providing a warm and professional presence at the front desk.
  • Arranging couriers and general housekeeping duties to maintain a clean and organised workspace.
  • Efficiently and professionally answering and redirecting phone calls at the main switchboard.
  • Managing incoming/outgoing mail and deliveries to ensure timely receipt and dispatch of post.
  • Managing meeting room bookings and preparing spaces as needed to support seamless events and meetings.
  • Supporting senior colleagues with their administrative needs, providing a high level of service and discretion.
Key Responsibilities:
  • Travel Administration:
  • Coordinating all travel arrangements for the corporate team, including flights, accommodation and transportation.
  • Arranging intricate itineraries for national and international travel, ensuring that all logistics are carefully planned and executed.
  • Processing and monitoring business visa applications to support international travel bookings as required.
  • Reconciling company credit card statements and travel invoices to ensure accurate expense tracking.
  • Event Coordination:
  • Assisting in the planning, coordination and delivery of internal and external events, including conferences, meetings and functions.
  • Liaising with event venues, caterers and other vendors to ensure smooth event logistics.
  • Organising materials, agendas and supplies for events, ensuring that all necessary items are available and in place.
  • Coordinating RSVPs and attendee communications to ensure that all guests are properly notified and informed.
About You:
  • You should have previous experience working in a fast-paced office environment, with the ability to effectively prioritise workload and manage competing demands.
  • Experience in corporate travel management, including booking domestic and international flights and accommodation, and coordinating complex travel itineraries.
  • You should be proficient in Microsoft Office, including Word and Excel, with the ability to adapt quickly to new systems and technologies.
  • A self-motivated individual with excellent organisational skills, attention to detail and a positive attitude towards learning and development.
  • A confident and strong communicator, both written and verbal, with excellent interpersonal and customer service skills.