Executive Assistant

The Role

This position provides proactive, high-quality executive and para-professional support to senior leadership within a newly established Australian office of an existing professional services firm. The Practice/Executive Assistant plays a critical role in ensuring operational efficiency, creating a professional and well-functioning office environment, and contributing to high standards of service delivery across the business.

This is a hands-on role suited to someone who thrives in a dynamic, team-oriented environment and brings a continuous improvement mindset to daily operations.

This is a full-time, office-based role (not remote or hybrid) in Flinders Street, Melbourne.

Responsibilities

• Provide administrative support to senior leadership, including:
• Complex calendar management
• Travel arrangements and itineraries
• Inbox management and communication follow-up
• Timesheet coordination (daily) and month-end activity support
• Expenses
• Prepare, format, and proofread documents, reports and client presentations to a high standard
• Coordinate conflict checks and compliance documentation
• Track court appointments
• Raise invoices, manage billing processes and follow-up as required
• Partner with the Office Manager regarding internal and client-facing event coordination
• Book client entertaining venues
• Assist with business development activities, including preparation of pitch materials and presentations
• Maintain CRM for Senior Managing Directors and other senior leadership
• Provide front-of-house support including meeting and greeting clients, staff and visitors, managing meeting rooms, preparing refreshments and maintaining presentation standards of meeting spaces.
• Ensure smooth day-to-day running of the office environment, with a hands-on, team-focused approach.
• Ensure compliance with health and safety standards, acting as a point of contact for security and fire safety.
• Liaise with external service providers and building management as needed
• Identify and suggest improvements to existing systems and ways of working
• Continuous learning lens to maximise technology gains in AI and automation ideal
• Build relationships with senior leaders, other senior staff members, and internal corporate functions
• Support broader business operations in Australia, including coordination with colleagues in other offices to ensure consistency and alignment

Requirements

• 3–5 years' experience in an office administration role, ideally in a professional services environment
• Experience with calendar management, travel arrangements, and expenses
• Skills in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint)
• High level of attention to detail and commitment to quality
• Strong written and verbal communication skills
• Excellent organisational and time management skills, with the ability to manage competing priorities
• Experience supporting billing processes, timesheet submission and month-end activities
• Ability to work both independently and collaboratively as part of a small team
• Professional, service-oriented approach with strong interpersonal skills

What we can offer

• Competitive salary
• Health and wellbeing support provided by Intellect Holistic
• $500 annual health and wellness stipend to support you with health, wellness, and fitness expenses
• Annual leave allowance: 20 days plus three days annual closure between Christmas Eve and New Year's Eve, 1 day of leave during birthday month, 1 wellness day
• 10 days per annum personal/carer's leave

About Teneo

Teneo is the global CEO advisory firm. We partner with our clients globally to do great things for a better future.

Drawing upon our global team and expansive network of senior advisors, we provide advisory services across our five business segments on a stand-alone or fully integrated basis to help our clients solve complex business challenges. Our clients include a significant number of the Fortune 100 and FTSE 100, as well as other corporations, financial institutions, and organizations.

Our full range of advisory services includes strategic communications, investor relations, financial transactions and restructuring, management consulting, physical and cyber risk, organizational design, board and executive search, geopolitics and government affairs, corporate governance, ESG and DE&I.

The firm has more than 1,700 employees located in 45 offices around the world.