Administrative Assistant

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

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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.