Proactive Administrative Support Specialist

2 weeks ago

Melbourne, Victoria, Australia beBeeAdministrative Part time $62,000 - $74,000

Experience & Executive Admin Coordinator Role

Job Description:

This is an exciting opportunity for a highly organized and proactive Executive & Experience Admin Coordinator to join our team on a 12-month contract. The role provides tailored administrative support to key executive leaders while also enhancing the broader employee experience.

The successful candidate will be responsible for managing complex calendars, coordinating travel arrangements, and providing OH&S reporting support. They will also play a key role in planning and delivering executive engagements such as VIP visits, regional leadership meetings, and offsite events.

Key Responsibilities:

  • Executive Calendar Management: Proactively manage complex calendars for C-suite executives, ensuring seamless coordination across multiple time zones and internal/external stakeholders.
  • Travel & Expense Coordination: Manage detailed travel arrangements including flights, accommodation, ground transport, and itineraries, ensuring accurate and timely processing of expenses in line with company policies.
  • OH&S Reporting Support: Apply working knowledge of OH&S systems and tools to assist with tracking and basic reporting.
  • Executive Event Planning: Support the planning, logistics, and delivery of key executive engagements such as VIP visits, regional leadership meetings, and offsite events.
Requirements:

To be considered for this opportunity, you will need to have:

  • Highly proficient in Microsoft Outlook, including advanced calendar scheduling across time zones, managing recurring meetings, delegate access, and inbox organization.
  • Skilled in the Microsoft Office Suite particularly Word, Excel (for basic reporting and OH&S tracking), and PowerPoint (for creating executive briefing decks).
  • Experienced with corporate intranet platforms like SharePoint and comfortable using document collaboration tools.
  • Adept at navigating corporate travel systems to coordinate complex, multi-leg itineraries, and knowledgeable in expense management platforms to ensure accurate and timely reimbursements.
What We Offer:

We are committed to providing a working environment that is free from discrimination and harassment, creating a safe and inclusive environment for all. We encourage applications from people of all ages, nationalities, religions, racial and gender identities, sexual orientations, abilities and cultures.

Our total rewards package offering includes additional annual leave, bonuses, wellness programs, health benefits, flexible and remote working arrangements, and performance awards. If you require support or assistance during the application process, please notify us at the time of application and we will be sure to enable reasonable adjustments where suitable.

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