Admin Assistant

7 days ago

Sydney, New South Wales, Australia Larson Maddox Full time $60,000 - $80,000 per year

Key Responsibilities:

* Oversees complex scheduling needs, including organizing, negotiating, and prioritizing meetings for the manager and relevant stakeholders. Adjusts existing appointments to accommodate urgent requests and ensures the manager is aware of upcoming commitments and deadlines.

* Arranges meetings with both internal teams and external contacts, including booking rooms, securing visitor access, and preparing necessary equipment.

* Prepares and distributes meeting materials, drafts correspondence, and may take minutes and circulate follow-up actions. Handles general communications, including email and physical mail, and filters routine matters independently.

* Plans and books detailed travel itineraries, considering preferences, cost-efficiency, and timing. Ensures all travel documents, such as tickets, visas, and confirmations are in order.

* Submits expense claims promptly and follows up on reimbursements.

* Produces reports, presentations, and other written materials, including transcriptions from various sources. Ensures accuracy in formatting, grammar, and spelling.

* Answers calls, takes detailed messages, and provides coverage for other administrative staff when needed. Maintains organized files, lists, and databases, including sensitive or confidential information.

* Audits records for accuracy and resolves discrepancies. Identifies ways to streamline workflows and enhance team productivity. Stays updated on internal policies and procedures, including travel, expenses, and office services.

* May be responsible for ordering office supplies and equipment as needed.

EA license R1981013

Desired Skills and Experience
Key Responsibilities:

* Oversees complex scheduling needs, including organizing, negotiating, and prioritizing meetings for the manager and relevant stakeholders. Adjusts existing appointments to accommodate urgent requests and ensures the manager is aware of upcoming commitments and deadlines.

* Arranges meetings with both internal teams and external contacts, including booking rooms, securing visitor access, and preparing necessary equipment.

* Prepares and distributes meeting materials, drafts correspondence, and may take minutes and circulate follow-up actions. Handles general communications, including email and physical mail, and filters routine matters independently.

* Plans and books detailed travel itineraries, considering preferences, cost-efficiency, and timing. Ensures all travel documents-such as tickets, visas, and confirmations-are in order.

* Submits expense claims promptly and follows up on reimbursements. Manages incoming invoices, verifies details, seeks necessary approvals (e.g., from Legal), and coordinates payment with Finance.

* Produces reports, presentations, and other written materials, including transcriptions from various sources. Ensures accuracy in formatting, grammar, and spelling.

* Answers calls, takes detailed messages, and provides coverage for other administrative staff when needed. Maintains organized files, lists, and databases, including sensitive or confidential information.

* Audits records for accuracy and resolves discrepancies. Identifies ways to streamline workflows and enhance team productivity. Stays updated on internal policies and procedures, including travel, expenses, and office services.

* May be responsible for ordering office supplies and equipment as needed.

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