Administrative Assistant

Job description

Success in the Administrative Assistant role looks like

General Administrative Support:

• Provide reliable, confidential, and well-organised administrative support to leadership and the wider management team Assist leadership with event planning, staff meetings, and company functions
• Maintain company records, databases, and filing systems
• Prepare correspondence, reports, presentations, and other business documents
• Assist with meeting coordination, including scheduling, agendas, and minute taking
• Manage office supplies and stationery inventory
• Update employee contact information and company phone lists Travel & Accommodation Coordination: Arrange International and some domestic travel bookings such as flights, accommodation, ground transportation, and travel itineraries Address last minute changes as required
• Ensure compliance with company travel policies and budget requirements Training & Employee Support: Coordinate training schedules including food and refreshments Travel bookings for trainee groups including flights, accom, transportation
• Maintain training attendance and certification records for I-CAR and e-learning registrations and filing on Sharepoint Administer I-CAR submissions
• Act as a point of contact for training related enquiries Facilities & Service Provider Management: Coordinate and manage external service providers including cleaners, gardeners, maintenance contractors, and other vendors.

Schedule regular services and monitor service quality Liaise with suppliers and contractors regarding work requirements and issues Coordinate maintenance requests and repairs. Assist in maintaining a safe, clean and professional workplace environment at the Kincumber Site Keeping the kitchen/s at Head Office replenished with milk, tea, coffee etc.

Mail & Communications

• Manage incoming and outgoing mail, courier services, and postage requirements
• Coordinate deliveries and shipments
• Maintain office contact directories and communication lists _____________________________________________________________________ Skill Requirements: Previous experience in an administrative, office coordinator, executive assistant, or similar support role.

Strong organisational and time-management skills. Excellent written and verbal communication skills. High attention to detail and accuracy. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Ability to manage multiple priorities and deadlines. Strong customer service and interpersonal skills.