Key Administrative Support Role
3 weeks ago
About Sparx Solutions
We are an Australian-owned and operated system integrator specialising in cybersecurity, networking, cloud, and managed IT services. Our commitment to delivering the highest quality design, delivery, and management services drives our growth in both the enterprise and government sectors.
Job OverviewWe are seeking a dedicated Key Administrative Assistant to join our expanding team in Melbourne CBD. This role requires meticulous attention to detail, strong communication skills, and the ability to thrive in a fast-paced environment.
Main Responsibilities- Support the Executive Team: Assist with scheduling and managing calendars, coordinating meetings and conference calls, preparing meeting agendas, taking notes, and following up on action items.
- Help Manage Office Operations: Maintain office supplies, coordinate building maintenance, and liaise with building management.
- Coordinate Communication: Manage incoming and outgoing correspondence, including phone and email enquiries and deliveries.
- Assist with Data Management: Help maintain electronic and paper files, databases, and records, ensuring they are up-to-date and organised. Assist with data entry and report generation as needed.
- Help Organise Events and Meetings: Support planning and coordination of internal and external meetings, events, and conferences, including venue booking, logistics, and preparing materials.
- Support HR Activities: Assist with basic HR tasks such as scheduling interviews, preparing onboarding and offboarding paperwork, and maintaining employee records.
- Assist in Procurement: Help with the procurement process, including obtaining quotes, processing purchase orders, and communicating with suppliers.
- Coordinate Travel Arrangements: Assist in booking flights, accommodation, and transportation, and help prepare travel itineraries for staff.
- Customer Service: Welcome visitors and assist in handling client inquiries, providing a positive first impression.
- Provide Project Support: Assist with various projects by helping with research, preparing documents, and tracking timelines.
- Maintain Records and Compliance: Help maintain accurate records, ensure compliance with company policies, and handle sensitive information with care.
- Contribute to Sales Operations: Support the sales team with administrative tasks, provide assistance with go-to-market activities like tenders, events, creation of sales collateral etc.
- Proven experience in an administrative support role, preferably in a fast-paced environment.
- Excellent organisational and time-management skills.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
- Exceptional interpersonal and communication skills, both written and verbal.
- High level of attention to detail and accuracy in completing assignments.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Flexible and adaptable, with the ability to handle a variety of tasks and changing priorities.
- Ability to work independently and collaboratively within a team environment.
Salary range: $65,000 - $85,000 per year, depending on experience, plus additional benefits such as flexible workplace arrangements, regular company events, opportunities for personal education and development, study & volunteer leave, employee referral bonus, career growth and succession opportunities across the business, wellness programs, and employee discount platform.
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