Office Administrator / Director's Personal Assistant
Provide front-desk reception, welcoming visitors and preparing tea and coffee for guests and meetings
Handle day-to-day office administration and keep the office tidy and running smoothly
Manage the purchasing and stock of office supplies and equipment, coordinate vendors and maintain office facilities
Liaise with external service providers (IT, cleaning, couriers, building management, etc.) and follow up on service quality and issues
Meetings and Events
Coordinate meeting arrangements, book meeting rooms and arrange catering as required
Prepare meeting materials and help record key points and follow-up actions
Document and Contract Management
Manage filing, document control and record-keeping, including confidential company and legal documents, so that versions are accurate and easy to locate
Under supervision, draft standard-form agreements and documents from the Company’s approved templates
Prepare and send documents for signature through Adobe Sign, follow up until all parties have signed, and file the executed versions
Systems and Account Management
Manage administrator access and user accounts for the Company’s business systems, including set-up for new staff, permission changes and deactivation when staff leave
Maintain a register of accounts and access permissions, making sure each person’s access matches their role
Finance Support
Assist with basic bookkeeping and invoicing as required, compile invoices and payment documents, and support the finance team’s approval process
Diary and Travel
Manage the Director’s diary and calendar, scheduling and rescheduling meetings and appointments at short notice
Arrange domestic and international travel, including flights, accommodation, transport and itineraries
Correspondence and Documents
Manage correspondence and emails on the Director’s behalf, and draft emails and basic documents
Follow up on tasks delegated by the Director to make sure they are completed on time, and report back promptly
Personal Tasks and Transport
Run errands and attend to personal matters as required by the Director
Drive the Director to meetings, appointments or the airport as needed (a current, valid driver’s licence is required; vehicle arrangements and related costs follow Company policy)
Confidentiality and Availability
Handle sensitive Company and Director information with discretion and confidentiality at all times
Be reasonably contactable and responsive outside standard business hours on occasion
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Office Administrator / Director's Personal Assistant in Sydney employer: Bacena Capital
Join a dynamic and supportive team as a Junior Accountant, where you'll have the opportunity to grow your skills in a collaborative environment. Our company values employee development and offers comprehensive training programs, ensuring you are well-equipped for success. Located in a vibrant area, we promote a healthy work-life balance and foster a culture of inclusivity and innovation, making it an excellent place to build your career.
