Administrative Coordinator

5 days ago

Sydney, New South Wales, Australia beBeeOfficeAdministrator Full time $95,000 - $110,000
Job Title: Executive Assistant

This is a hands-on role suited to someone who thrives in a dynamic, team-oriented environment and brings a continuous improvement mindset to daily operations.

The Executive Assistant plays a critical role in ensuring operational efficiency, creating a professional and well-functioning office environment, and contributing to high standards of service delivery across the business.

  • Provide administrative support to senior leadership, including calendar management, travel arrangements and itineraries, inbox management and communication follow-up, timesheet coordination (daily) and month-end activity support, expenses, preparing and formatting documents, reports, and client presentations to a high standard.
  • Organise and coordinate client-facing and internal events, including venue booking, liaising with suppliers, and coordinating logistics.
  • Assist with business development activities, including preparation of pitch materials and presentations.
  • Maintain CRM for Senior Managing Directors and other senior leadership.
  • Provide front-of-house support including meeting and greeting clients, staff, and visitors, managing meeting rooms, preparing refreshments, and maintaining presentation standards of meeting spaces.
  • Ensure smooth day-to-day running of the office environment, with a hands-on, team-focused approach.
  • Maintain general office presentation, including kitchen and communal staff areas.
  • Manage couriers, incoming and outgoing mail, phone calls, and general inquiries.
  • Manage office supplies and equipment, including stock control and budget adherence.
  • Ensure compliance with health and safety standards, acting as a point of contact for security and fire safety.
  • Liaise with external service providers and building management as needed.
  • Identify and suggest improvements to existing systems and ways of working.
  • Continuous learning lens to maximise technology gains in AI and automation ideal.

Requirements:

  • Experience in an office administration role, ideally in a professional services environment.
  • Experience with calendar management, travel arrangements, and expenses.
  • Skills in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint).
  • High level of attention to detail and commitment to quality.
  • Strong written and verbal communication skills.
  • Excellent organisational and time management skills, with the ability to manage competing priorities.
  • Experience supporting billing processes, timesheet submission, and month-end activities.
  • Ability to work both independently and collaboratively as part of a small team.
  • Professional, service-oriented approach with strong interpersonal skills.
  • Flexible and adaptable, with a dynamic approach to changing priorities and evolving business needs.

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