Personal Assistant

Posted: 20/02/2025

Closing Date: 20/03/2025

Job Type: Permanent - Full Time

Location: Melbourne

Job Category: Administration

ORIMA Research is a private Australian-owned professional services firm that provides market and social research, data analytics, organisational performance improvement and related advisory services. We are a genuine public sector research specialist, whereby over 90% of our clients are in the government sector. Established in 1996, we now have around 70 professional staff working across four offices in Melbourne, Canberra, Sydney and Brisbane.

ORIMA is a values-based organisation and we pride ourselves on our service ethos, high performance culture, innovation, integrity and focus on helping our staff to thrive. We are:

- People who believe in the value of evidence-based approaches to inform government decision making;
- Lateral thinkers and problem solvers - we find the best solutions for our clients; and
- From a diverse range of qualifications and professional backgrounds.

Opportunity for experienced Personal Assistant to provide high level support to entrepreneurial Director of established, values based national consultancy undertaking social research focused on contributing to improving Australian communities and their wellbeing. Join a collaborative, high performing consulting team in a busy, diverse hands-on role supporting the Director, and helping other teams as a backup during peak times.

Key priorities include providing:

- organisational and administrative support to the Director, with occasional assistance with personal tasks
- backup co-ordination and administrative support during peak times for social research projects led by the Director and related project teams, and
- occasional ad hoc administrative support to the MD and Chief Operating Officer (both generally self-sufficient)

This integral, hands-on role involves:

- Diary management, scheduling meetings, appointments, tasks (preparing daily meeting folders)
- Workflow management for projects - monitoring plans, priorities, deadlines, project status, tracking deliverables (proposals, reports) and proactive follow up of staff on behalf of Director
- Liaison with clients, internal/external stakeholders on behalf of Directors
- Preparation and drafting of proposals, PowerPoint presentations, documents, meeting preparation/agendas/minutes
- Phone-work, as required e.g. booking senior stakeholders for interview, survey reminder calls to senior stakeholders and assisting the team on the inbound support line for survey participants
- Some travel co-ordination (flights, accommodation, travel packs)
- Preparation/co-ordination of newsletters
- Management of confidential information with high discretion

The environment is collaborative, the team supportive, always happy to help and friendly and professional. Strong focus on staff development and recognition, regular social gatherings, volunteering opportunities and annual offsite company conference at quality locations. The Collingwood office is lovely, modern, light filled with everything you need provided.

**Desired Skills and Experience**:
You will be a confident, positive, approachable Personal Assistant with minimum of 5 years' experience in supporting senior executives/business owners in a medium sized, professional organisation and have high level communication and interpersonal skills, drive and energy, excellent attention to detail and a positive, adaptable, flexible outlook focused on being of service.

**Requirements**:

- Australian Citizen or a permanent resident
- Minimum 5 years' relevant experience supporting senior executives/business owners in a medium sized professional organisation
- Experience in professional office, consulting, external client focused organisation (desirable). Prior communications experience with senior client stakeholders advantageous, though not essential.
- Strong proficiency in the Microsoft suite, particularly PowerPoint, Word, Excel, Teams
- Excellent organisation and time management skills with a commercial focus emphasising using time efficiently and productively. Familiar with working to tight, or changing, timeframes.
- Ability to learn new systems quickly
- Professional, polished, reliable, punctual and proactive, approachable and service oriented
- Commercial outlook, emphasising efficiency and on maximising time and output in a busy, changeable evironment based on client and project requirements/deadlines
- Ability to work autonomously, proactively, exercise judgement, as required, and assist with occasional personal tasks for Director
- Positive, optimistic, solutions oriented, resilient and 'can do" outlook. Hands-on, team-based approach to getting things done - willing to help others.
- Work from our supportive, collegiate office in Collingwood, close to CBD.

Ability to gain a positive Police Check and WWCC (as required). Understands about confidentiality, privacy and IT security requirements.

No Agencies