Office & Administrative Assistant

JobPurpose

The Office & Administrative Assistant provides hands-on administrative and secretarial support to ensure the smooth day-to-day running of the office, including practical office administration, meeting and visitor preparation, document organisation and support to the Directors.

KeyResponsibilities

Daily Office Administration

• Ensure the office is organised and prepared for daily operations and anticipate routine administratve needs.
• Maintain office supplies, stationery and consumables and coordinate orders, deliveries, couriers and mail.
• Assist with common office areas and practical day-to-day requests.
• Coordinate routine maintenance, repairs, vendor visits and service appointments.

Meeting and Visitor Support

• Prepare meeting rooms, materials, refreshments, catering and stationery as required.
• Receive and assist visitors and support practical arrangements for meetings and company events.
• Ensure meeting rooms remain organised and ready for use.

Secretarialand Document Support

• Print, scan, copy, collate, bind and organise documents.
• Maintain organised physical and electronic filing systems.
• Prepare document packs and materials for meetings, review and signature.
• Assist with legal, corporate and transaction documents, including execution copies and filing of signed documents.
• Coordinate couriers, deliveries and administrative trackers as required.
• Provide administrative support to external lawyers and professional advisers where required.

The role does not involve providing legal advice or undertaking independent legal review.

Support to Directors

• Provide practical administrative and secretarial support to Directors.
• Assist with scheduling, meetings, travel and accommodation arrangements.
• Prepare itineraries, correspondence, documents and other materials as required.
• Assist with ad hoc administrative arrangements and requests.

GeneralAdministrative Support

• Support the Office Manager with office administration, records, company events and internal activities.
• Carry out other reasonable administrative and secretarial duties as assigned.

Qualifications and Experience

• Diploma, certificate or equivalent qualification in Business Administration, Secretarial Studies or a related discipline preferred.
• Minimum 2 years' experience as an administrative assistant, office secretary, receptionist, executive assistant or similar.
• Office administration and document management experience preferred; senior management, confidential document or legal/corporate documentation experience is advantageous.
• Strong organisational, administrative and communication skills with good attention to detail.
• Practical, professional and discreet, with the ability to manage multiple routine tasks efficiently.
• Proficient in Microsoft Office, including Word, Excel and Outlook.

Personal Attributes

Highly organised, proactive, reliable and hands-on, with a positive, service-oriented approach and willingness to assist across a range of office tasks.

ReportingLine

Reports to the Office Manager and provides support to the Directors and other employees as required.