Admin/Personal Assistant

Caspers Pies and Pastries; City of Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Caspers Pies and Pastries in Bayswater seeks an organised Admin/Personal Assistant to support management full-time. You will handle correspondence, diary management, travel arrangements and expense tracking while coordinating meetings and maintaining filing systems.

The role covers general office administration, HR-related tasks and preparation of reports and presentations. A confidential, proactive approach and strong communication skills are essential in our busy bakery environment.

Qualifications

• Proven experience in an administrative or personal assistant role, preferably within a business environment
• Excellent written and verbal communication skills and the ability to interact professionally at all levels
• Strong organisational skills with the ability to manage multiple priorities and meet deadlines

Responsibilities

• Manage correspondence, emails and telephone communications on behalf of management, ensuring messages are handled professionally and promptly
• Maintain and organise filing systems, both digital and physical, ensuring all documents are easily accessible and properly archived
• Prepare and coordinate meetings, including scheduling, agendas, minute-taking and arranging catering or facilities as required
• Provide personal assistance to senior staff members, including diary management, travel arrangements and expense tracking
• Handle general office administration tasks such as ordering supplies, managing inventory and ensuring the office is well-stocked
• Support human resources functions including payroll assistance, staff record maintenance and coordinating employee-related administrative tasks
• Assist with the preparation of reports, presentations and other business documentation
• Liaise with internal and external stakeholders to facilitate smooth business operations
• Maintain confidentiality and discretion when handling sensitive business information

Skills

Organisation

Communication

Diary management

Microsoft Office

Attention to detail

Discretion

Teamwork

Tools

Microsoft Office

Job description

Caspers Pies and Pastries is a dedicated bakery company specialising in the production and supply of premium pies and pastries. With a commitment to quality, tradition and customer satisfaction, we have established ourselves as a trusted name in the baking industry. Our team is passionate about creating delicious products and maintaining the highest standards in everything we do.

About the role

We are seeking an organised and proactive Admin/Personal Assistant to join our team at our Bayswater location on a full-time basis. This is a key support role that will provide essential administrative and personal assistance to management, ensuring the smooth and efficient operation of our business. You will be the backbone of our office operations, managing a diverse range of tasks that require attention to detail, excellent communication skills and the ability to prioritise multiple responsibilities simultaneously.

Key responsibilities

Manage correspondence, emails and telephone communications on behalf of management, ensuring messages are handled professionally and promptly

Maintain and organise filing systems, both digital and physical, ensuring all documents are easily accessible and properly archived

Prepare and coordinate meetings, including scheduling, agendas, minute-taking and arranging catering or facilities as required

Provide personal assistance to senior staff members, including diary management, travel arrangements and expense tracking

Handle general office administration tasks such as ordering supplies, managing inventory and ensuring the office is well-stocked

Support human resources functions including payroll assistance, staff record maintenance and coordinating employee-related administrative tasks

Assist with the preparation of reports, presentations and other business documentation

Liaise with internal and external stakeholders to facilitate smooth business operations

Maintain confidentiality and discretion when handling sensitive business information

What we offer

We are committed to creating a positive and supportive workplace environment where our employees can thrive. As a full-time member of our team, you will receive competitive remuneration and access to a range of benefits. We foster a culture of mutual respect, professional development and work-life balance. Your contribution will be valued and recognised, and you will have opportunities to develop your skills and advance your career within our growing organisation. We encourage a collaborative working environment where your ideas and input are appreciated.

What we're looking for

Proven experience in an administrative or personal assistant role, preferably within a business environment

Exceptional organisational skills with the ability to manage multiple priorities and meet deadlines

Proficiency with Microsoft Office (Word, Excel, PowerPoint) and other standard office software

Outstanding written and verbal communication skills with the ability to interact professionally with all levels of staff

Strong attention to detail and accuracy in all work undertaken

Discretion and the ability to handle confidential information with integrity

Excellent time management and the capacity to work independently as well as within a team

A professional, courteous manner and the ability to maintain composure under pressure

Flexibility and a willingness to adapt to changing priorities and business needs

Experience using diary management systems and scheduling software would be advantageous

We are committed to creating a positive and supportive workplace environment where our employees can thrive. As a full-time member of our team, you will receive competitive remuneration and access to a range of benefits. We foster a culture of mutual respect, professional development and work-life balance. Your contribution will be valued and recognised, and you will have opportunities to develop your skills and advance your career within our growing organisation. We encourage a collaborative working environment where your ideas and input are appreciated.