Administrative Assistant

**At SEC Newgate, our people are what set us apart and are at the heart of our success.**

We create an environment that stimulates and rewards our people, where staff are supported to contribute ideas and embrace opportunities to achieve their personal goals.

We look for people who are curious, self-motivated and collaborative.

If you are like minded, are motivated by working with a talented team on issues that matter, read below for what’s on offer.

**Overview**

Our Melbourne team is recruiting an administrative professional to support the Melbourne office on a 12 month maternity cover contract, with potential for extension or to move to a permanent position. This will include providing excellent administration support to the office and Research team, making an important contribution to the culture of the office, and providing reception support to make our clients feel welcome in our office.

**Responsibilities**

**Office Administration Support**

**_ General_**
- Conducting reception duties in a courteous, efficient and professional manner
- Greeting clients and visitors and ensure they are signed in correctly and their needs are tended to
- Answer calls from other Newgate offices (Sydney, Canberra, Brisbane) when phones are diverted
- Assisting with day to day running and maintenance of the office (liaising with building management, suppliers & contractors)
- Manage meeting room bookings, meet and greet all visitors to the office, ensure that meeting rooms are set up in advance of meetings and cleared and cleaned following
- Coordinating meetings including organising catering, and relevant documentation where required
- Ordering of weekly groceries and stationery supplies
- Kitchen maintenance (stocking fridge, emptying dishwasher etc.)
- Ensure the general office space, including the kitchen, is kept neat and tidy
- Organizing internal staff birthday events and managing staff anniversaries
- Providing ad hoc administrative support to the wider team including word-processing documents, photocopying, filing, printing, binding, processing incoming and outgoing mail and IT troubleshooting
- Assist in maintaining office records and managing company data
- Assist with the management of contact database for Melbourne office - input all new contacts, oversee regular reviews and updates to contacts
- Organise and coordinate travel and accommodation requirements

**_Ad Hoc (as required)_**
- Booking and managing couriers
- Assist with events
- Assist with the set-up for new starters, including general induction, ordering business cards/stationery, training in workplace systems such as timesheet reporting and remote IT arrangements
- Liaise with internal and outsourced IT support and assist with IT setup and troubleshooting, as required
- Liaise with administrative staff across all offices to ensure the business runs efficiently and effectively
- Support team with admin duties for tenders submissions
- Assist with uploading the firm’s social media content
- Other ad hoc administrative support as required

**Research Team Support**

**_ General_**
- Join Melbourne WIPs and relevant research team meetings
- Support the senior members of the Melbourne Research team with meeting management (including for part time staff on RDOs
- New business support activities (e.g. printing materials for meetings, downloading/uploading tender documents, help update credentials documents)
- Quality system and privacy compliance support (e.g. filing documents, assist in preparing for audits - with guidance, deidentifying sensitive data)
- Proofreading documents

**_Ad Hoc_**
- Provide support and coordination for tender proposals and submission in a timely manner
- Support arranging travel logistics for team members as required
- Formatting research proposals and presentations documents
- Booking in meetings and interviews with clients and other very senior stakeholders
- Organising research session logistics (e.g. booking venues, setting up online session invitations, organising catering, stationery etc for focus groups and forums)
- Basic research data entry and checking
- Support on invoicing

**Key Skills and Attributes**
- Professional presentation
- Strong organisational skills, ability to prioritise tasks and meet deadlines
- Strong communication (verbal and written) and interpersonal skills
- High level of attention to detail and accuracy
- Ability to demonstrate initiative and enthusiasm
- An interest in design and formatting documents to help make us shine
- Strong focus on client service
- Ability to interact at all levels within the firm
- Proactive - happy to go above and beyond the job description
- Ability to work autonomously and as part of a team
- Intermediate MS Office skills ideally including Outlook, Word, Excel, PowerPoint and MS Teams
- Ideally, some experience using online digital platforms including: Mailchimp, Linkedin, Hubspot, Wordpress and Trello.

**Why SEC Newgate?**
- **We want people to thriv