Senior Administrative Professional

4 days ago

Melbourne, Victoria, Australia beBeeAdministrative Full time $80,000 - $100,000
Job Title: Senior Administrative Professional

We are seeking a highly skilled and proactive Senior Administrative Professional to support senior leadership with efficient and discreet administrative assistance, ensuring smooth daily operations and enabling the Head to focus on strategic initiatives.

Key Responsibilities:
  • Provide comprehensive administrative support to ensure timely management of daily tasks and projects.
  • Manage complex calendars, coordinate scheduling, and arrange meetings across multiple time zones.
  • Organise domestic and international travel, including flights, accommodation, transfers, and visas.
  • Process and manage expense reports, ensuring accurate submissions within designated timelines.
  • Plan and execute events such as off-sites, social/charity initiatives, and Town Halls.
  • Book and set up meeting rooms, including catering arrangements when required.
  • Maintain and manage files and email distribution lists, including tracking office attendance approvals.
  • Enter and approve timesheets and oversee delegated tasks in work management systems.
  • Provide marketing support where needed, assisting with materials and event coordination.
  • Manage and coordinate itinerary schedules for visiting senior executives and handle any additional travel requirements.
  • Assist with onboarding new employees, ensuring a smooth transition into the organisation.
  • Handle ad hoc administrative tasks as needed to support the team.
Requirements:
  • Relevant qualification in Business Administration, Communications or related field.
  • Experience in an Executive Assistant or Personal Assistant role, preferably within Financial Services or related industries.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), calendar management tools, and expense management systems.
  • Excellent written and verbal communication skills.
  • Strong ability to prioritise, multitask, and meet deadlines.
  • Ability to handle sensitive information with professionalism and discretion.
  • Proactive mindset with a solution-oriented approach.
  • Strong interpersonal skills to engage with senior executives, clients, and team members.

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