Executive Assistant/ Office Administrator

About Us:

Founded in 2002 in Sydney, with offices in India and a presence across the Americas and Europe, Prospecta is a leading data management software company. Our flagship platforms:
Master Data Online (MDO), enables accurate, compliant, and relevant master data for asset-intensive industries including Energy, Utilities, Oil & Gas, Mining, Infrastructure, and Manufacturing.

We pride ourselves on agility, collaboration, and innovation delivering real value to customers while fostering a diverse, growth-driven culture that encourages learning, embraces challenges, and celebrates success.

At Prospecta
, our culture is centered around growth and the excitement of embracing new challenges. We have a passionate team that collaborates seamlessly to create value for our customers. Our diverse backgrounds make
Prospecta
an exhilarating place to work, bringing a rich tapestry of perspectives and ideas.

Job Description of Executive Assistant / Office Administrator

This is a dynamic and hands-on role, perfect for someone with strong organizational skills, attention to detail, and a growth mindset. You will work closely with the executive team, play a key role in governance processes, and ensure smooth day-to-day operations of our Sydney office.

Key Responsibilities

Executive & Office Support

• Manage calendars, meetings, and travel bookings for the C-suite.
• Oversee office administration and maintenance in Chatswood.
• Coordinate internal and external communications for executives.

Board & Governance

• Act as Company Secretary for the Board.
• Draft and distribute agendas, minutes, and board papers.
• Ensure timely collection and compilation of reports from division heads.
• Maintain compliance with board templates and governance standards.

Projects & Shared Services

• Assist with project delivery tasks and basic financial modelling.
• Maintain records of company insurances and software procurement.
• Support People & Performance and Admin teams based in India
  .

Technology & Productivity

• Prepare high-quality PowerPoint presentations and Excel reports.
• Use AI tools and advanced prompts to increase efficiency.

Must have:

• 3–5 years' experience in executive assistance, administration, or similar roles.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced PowerPoint and good Excel skills.
• Quick learning capability and ability to adapt to new technologies, including AI tools
• Professional, detail-oriented, and proactive with a positive attitude.

Good to have

• Experience working in tech or software companies.
• Exposure to governance or board administration processes.
• Familiarity with financial modelling or project support.

Growth Path:

At Prospecta
, your career journey is one of growth and opportunity. Here, depending on your career journey you can either kickstart your career or accelerate your professional development in a dynamic environment. Your success is our priority, and as you demonstrate your abilities and achieve results, you'll have the chance to advance into the leadership role such as Regional Delivery Manager or in other cross functional areas. We're committed to helping you elevate your experience and skillsets, providing you with the tools, support, and opportunities to reach new heights in your career.

Benefits:

• Attractive Compensation:
  Competitive salary package aligned with your expertise.
• Health & Wellness:
  Comprehensive medical insurance to support you and your family.
• Work-Life Balance:
  Generous paid time off and flexible hybrid work options.
• Career Growth:
  Continuous learning opportunities and structured career development programs.
• Global Exposure:
  Chance to collaborate on assignments across regions.
• Engaging Culture:
  Annual company events, workshops, and team-building activities to keep you inspired.