High-Level Business Support Professional

Your opportunity to join our team in North Ryde.

We are seeking a proactive and adaptable professional who will ensure the seamless operation of our corporate office while providing high-level support to senior executives.

The ideal candidate will be someone who enjoys a broad, hybrid position and possesses strong business acumen and a positive, collaborative attitude. Key responsibilities include:

• Executive Support: Providing comprehensive support to senior executives including diary management, arranging meetings, preparing agendas, and sourcing documents ahead of meetings while managing confidential correspondence and documents with discretion and professionalism.
• Meeting Coordination: Coordinating and booking internal and external meetings, calls, and video sessions, ensuring all logistics (invitations, venues, catering, flights, accommodation etc.) are organised for events such as departmental meetings, conferences, Town Halls and training sessions.
• Travel Arrangements: Arranging domestic and international travel including flight, accommodation, car rental, transfers, visas, and onsite meeting rooms for Executives and department teams.
• Expense Management: Processing and submitting expense claims and approving team expenses as required, maintaining compliance with company policy.
• Change Management: Leading collaborative change management initiatives for office transformations by partnering with cross-functional teams and leadership to develop project plans, facilitate seamless transitions, and build organisational buy-in through transparent communication, strategic planning, and fostering a culture that embraces adaptive change.
• Office Operations: Leading Head Office operations and overseeing facility management operations through collaborative partnerships with building management, contractors and service providers, coordinating maintenance, utilities, and infrastructure systems.
• Policies and Procedures: Assisting with the implementation, monitoring and reviewing of office policies and procedures, such as clean desk policies and safety protocols.
• System Expertise: Serving as a subject matter expert for enterprise systems including COUPA, CONCUR, HATCH, CLAUDE AI and ATPI travel booking platforms, providing advanced user support and delivering training to new employees on system functionality and best practices.
• Procurement: Raising purchase orders and managing expenditure for Executives and anything office related.
• New Employee Onboarding: Supporting the onboarding induction experience for new employees, including office tours, carpark orientation, amenities overview and ensuring access to all systems is complete.
• Catering and Events: Coordinating catering for meetings and managing logistics for large bookings and corporate events.
• Chicken Shop Management: Managing and maintaining our chicken shop at North Ryde including monthly ordering, stocking freezers, communications to the office, and managing monthly open times.

In this role, you will have the opportunity to make a real impact on our organisation and contribute to our mission.

To be successful in this role, you will need:

• Substantial experience supporting senior executives within a corporate environment and excellent organisational skills with an ability to manage conflicting priorities and handle multiple tasks.
• Experience in office management responsibilities, facilities management, contract oversight, and supplier/vendor relationships.
• Skilled in developing consensus-driven, collaborative solutions that balance competing interests, address underlying concerns, and identify and implement process improvements within office administration while maintaining positive working relationships and advancing organisational goals.
• Experience in expense management systems such as Concur or similar along with document management platforms such as SharePoint.
• Exceptional interpersonal and business relationship skills with a professional and positive demeanour and ability to work autonomously and as part of a team, demonstrating sound judgment and initiative.
• Advanced proficiency in Microsoft Office Suite and Microsoft Teams.
• Strong written and verbal communication skills, with attention to detail and accuracy.
• Strong project management skills.
• Able to work 4 days a week from our office in North Ryde.

We are looking for people who are curious, caring, courageous and committed to join us; people who want to contribute their best work every single day and continue delivering great results.