Office Administrator/personal Assistant

**AAT Kings**

**Full Time Office Administrator/ Personal Assistant**
- Social and Welcoming Team - based in Alexandria with easy access to public transport
- Build on your career as an Office Administrator/PA with a fun, engaging and socially responsible travel company
- Future career progression opportunities

AAT Kings Group is comprised of AAT Kings, Inspiring Journeys (IJ), SEIT and Down Under Tours (DUT). AAT Kings Group operates leading tour brands across Australia and New Zealand - with Guided Holidays (across AAT and IJ), Day Tours (across AAT, SEIT and DUT) and Short Breaks (across AAT and DUT), we explore the amazing landscapes and wonderful culture of Australia and New Zealand with thousands of guests each year. When you join AAT Kings, you’re not only part of our century-old heritage, but are welcomed into just as many years of experience in The Travel Corporation where the philosophy is to create enriching experiences for travellers by combining an unbeatable mix of exceptional service and quality at great value.

As a global family-owned and run business with over 100 years of experience in the travel industry, our ethos of being ‘Driven by Service’, ensures we keep our values of passion, people and purpose at the heart of everything we do - designing and running immersive, innovative and responsible travel experiences for our guests across 70 countries.

Partnering with TreadRight, we ensure that we MAKE TRAVEL MATTER ® by having a positive impact on the people and communities we visit, protecting wildlife and marine life, and caring for the planet we call home.

**What you'll be doing**:
You will be the main point of contact for the office greeting visitors, coordinating events, meetings and communications, while keeping our office running smoothly. This role will also provide ad hoc administrative support to the CEO with travel arrangements and basic diary management, planning meetings and taking meeting minutes. Additionally, the role is also responsible for assisting with the coordination of the office’s building maintenance as guided by Director of Finance (Building Manager) via the CEO as well as being responsible for a variety of administration tasks including all day-to-day activities associated with Reception.

You will also have the chance to provide solutions and new ways of working - putting your touch on how the role is defined to work effectively with the CEO.

You’ll be responsible for:
**PA responsibilities**
- Acting as central point of contact for any communications to the CEO’s office
- Attend weekly management meeting and capture and distribute action items
- Track and follow up on progress of CEO tasks allocated to the Team
- Manage CEO travel arrangements and other business travel requests
- Organising of Senior Leadership Offsites and events

**General Administration**
- Provide selected admin support to the executive team
- Provide administrative support to all departments as required
- Expense processing and management
- Organise and coordinate senior management events and conferences
- Liaise with Finance team to manage property invoicing

**Office Management**
- Management of the Reception area and point of contact for all internal and external visitors.
- Maintain office safety, security & ensure procedures are adhered to
- Receiving of deliveries
- Update Procedures Manual as changes occur
- Service office stationery and manage kitchen requirements

**Building management and maintenance coordination**
- Assist with the management of external property sub-contractors who maintain the office building
- Assist with the management and coordination of all repairs, upgrades and building renovation requirements
- Manage and coordinate all building requests and requirements by current tenants
- Assist with the management and coordination of all workspace/ floor planning initiatives and requirements ensuring H&S matters are observed
- Attend monthly property meetings
- Maintain relationships with 3rd party contractors
- Maintain visitor car park register and report illegally parked vehicles to TTC and Managing Agent (Krulis Real Estate)
- Assist with Building evacuations & training
- Monitor standards of office cleaning contractor

**Employee Engagement**
- Coordinate and drive People and Culture Events and functions
- Manage Alexandria Engagement Club activities and functions
- Arrange and host Town Halls and other events
- Assist with onboarding set-up and requirements

**Project Management**
- Support TreadRight® projects and upload AU data for all regions into systems
- Support of other global/global projects on a need basis

**Do have what it takes? You’ll need**:

- Experience in an office administration, personal assistant, or secretarial role
- Experience in taking, collating, and distributing minutes
- Experience in planning and organising events
- Proven ability to multi-task, prioritise, take initiative, meet deadlines and work under pressure
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