Personal Assistant to Managing Director

2 days ago

Sydney, Australia Kevin Grundy (IBD) Pty Ltd Full time

**About Us**
We are a boutique medical consulting firm based in the Sydney CBD, supporting international clients in a highly specialised field. Our small, professional team values attention to detail, initiative, and clear communication.

We are seeking an experienced and reliable Executive Administrator to support our Managing Director and contribute to the smooth running of the broader office.

**About the Role**
This full-time, in-office position provides direct support to our Managing Director, who travels frequently. You’ll manage his schedule, inbox, travel arrangements, and dictation, while also playing a key role in daily business operations.

While your primary focus will be supporting the Managing Director, you will also contribute to broader office operations — including assistance with client support and phone enquiries for our specialised health testing service.

**Key Responsibilities**
- Transcribe dictation (BigHand), with accuracy across unfamiliar names and terminology
- Coordinate international travel arrangements and video meetings
- Track and manage invoicing to international clients and basic accounting tasks
- Maintain and update CRM (Pipedrive) and internal task systems
- Update company website content related to international activities
- Provide admin support to the team, including answering phones

**What We’re Looking For**
- Proven experience in a similar administration or executive assistant role
- Excellent written and verbal English, with strong grammar and transcription accuracy
- High attention to detail and the ability to work with unfamiliar terms
- Proficient in Microsoft Office 365
- Experience with CRMs (Pipedrive preferred), Xero, and task management tools
- Well-organised, proactive, and capable of working independently and within a team
- **Details**:

- Sydney CBD location (in-office role)
- Full-time position
- Salary + superannuation

Pay: $65,000.00 - $70,000.00 per year

**Benefits**:

- Salary packaging

Schedule:

- 8 hour shift

Supplementary Pay:

- Performance bonus

**Experience**:

- admin: 2 years (preferred)

Work Authorisation:

- Australia (required)

Work Location: In person

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