Administrative Assistant

Fenix; Perth; On-site; AUD 70,000 - 110,000; Full time

Benefits offered by this job

Brand new CBD office in a modern build

Free gym and pool access

Long-term growth opportunities

Job summary

Fenix Resources Ltd; Perth CBD-based Administration Assistant role supporting the Senior Executive Assistant, coordinating meetings, travel and front-of-house tasks. You will maintain an organized, welcoming office environment and ensure executive priorities run smoothly with strong attention to detail.

The position requires a minimum of 10 years’ experience in senior administration, a proactive approach, and excellent communication.

Qualifications

• Minimum of 10 years' experience in an Administrative Assistant role.
• Extensive experience supporting senior leaders in a professional office.
• Values simplicity and finds practical ways to improve processes/time.
• Enjoys working as part of a team and taking ownership of responsibilities.
• Communicates openly, professionally, and with integrity.
• Takes initiative and seeks opportunities to improve how things are done.
• Takes pride in creating a positive experience for colleagues, visitors and stakeholders.

Responsibilities

• Provide day-to-day administrative support to the Senior Executive Assistant.
• Assist with the coordination and preparation of internal and external meetings.
• Ensure meeting rooms are presented to a high standard (clean, set up, and reset post meetings).
• Assist with meeting logistics including catering, room bookings, and equipment setup.
• Collect coffees for Board Meetings and other meetings as required.
• Assist with coordinating travel arrangements including flight bookings, accommodation, and itineraries.
• Support the Senior Executive Assistant in managing changes to travel plans and ensuring seamless logistics.
• Act as the first point of contact for visitors, including greeting guests professionally.
• Manage incoming deliveries and coordinate distribution of goods across the office.
• Maintain a tidy, organised office environment at all times.
• Manage ordering and replenishment of office supplies including stationery, kitchen items, and general consumables.
• Coordinate and manage stock deliveries and ensure appropriate storage.
• Monitor stock levels and proactively reorder as required.
• Coordinate catering for meetings including lunches and refreshments.
• Organise office events such as birthday morning teas and team celebrations.
• Ensure kitchen and shared spaces are maintained to a high standard.
• Assist in coordinating charter flights for site visits and ground transport.
• Support communication between the Perth office and operational teams.
• Prepare detailed schedules and itineraries and assemble welcome packs.

Skills

10 years experience

Administrative Assistant experience

Open communication

Team player

Proactive

Process improvement

Job description

Fenix Resources Ltd (ASX: FEX) is a fully integrated mining, logistics and port services business operating in Western Australia’s Mid-West. With a current production rate of over 4 million tonnes of iron ore per annum and a clear pathway to 10Mtpa, Fenix is building a long-term, sustainable operation.

Job Description

Role

Administration Assistant

Location

Perth CBD

Type

Permanent, Fulltime – Monday to Friday

The Administrative Assistant plays a key support role to the Senior Executive Assistant, ensuring the smooth day-to-day operation of our modern Perth CBD offices. Located just a short 500m walk from Elizabeth Quay Train Station, our offices offers access to excellent facilities including a complimentary gym, pool access, and quality end-of-trip amenities, creating a convenient and enjoyable work environment.

This position is responsible for maintaining a professional, well‑organised, and welcoming office environment while assisting with administrative coordination, meetings, travel, and site visit requirements. Working closely with the Senior Executive Assistant, this role requires a high level of organisation, initiative, and attention to detail, with a strong focus on supporting executive priorities and office efficiency.

Key Responsibilities

Executive & Office Support

• Provide day-to-day administrative support to the Senior Executive Assistant.
• Assist with the coordination and preparation of internal and external meetings.
• Ensure meeting rooms are presented to a high standard (clean, set up, and reset post meetings).
• Assist with meeting logistics including catering, room bookings, and equipment setup.
• Collect coffees for Board Meetings and other meetings as required.

Travel Coordination

• Assist with coordinating travel arrangements including flight bookings, accommodation, and itineraries.
• Support the Senior Executive Assistant in managing changes to travel plans and ensuring seamless logistics.

Front of House & Office Coordination

• Act as the first point of contact for visitors, including answering the doorbell and greeting guests professionally.
• Manage incoming deliveries and coordinate distribution of goods across the office.
• Maintain a tidy, organised, and well-presented office environment at all times.

Office Supplies & Stock Management

• Manage ordering and replenishment of office supplies including stationery, kitchen items, and general consumables.
• Coordinate and manage stock deliveries and ensure appropriate storage.
• Monitor stock levels and proactively reorder as required.

Catering & Office Engagement

• Coordinate catering for meetings including lunches and refreshments.
• Organise office events such as birthday morning teas and team celebrations.
• Ensure kitchen and shared spaces are maintained to a high standard.

Charter & Site Visit Coordination Support

• Assist the Senior Executive Assistant in the coordination of charter flights for site visits.
• Assist with booking ground transport including vehicles.
• Support communication and coordination between the Perth office and operational teams across our mining, logistics, and port operations.
• Assist in preparing detailed schedules and itineraries.
• Assist with preparing welcome kits and documentation.
• Assemble welcome packs including corporate documents and branded items (polo, cap, notebook, pen, water bottle).
• Ensure all materials are accurate and professionally presented.

General Administration

• Assist with ad-hoc administrative tasks as required.
• Support data entry, document preparation, and coordination tasks.
• Provide general administrative support across multiple teams, including document preparation, printing of drawings, and coordination with operations and project personnel.
• Support calendar management, meeting scheduling, and administrative coordination for senior leaders, including the COO and CDO, while liaising with stakeholders across the business.

What We’re Looking For

• Minimum of 10 years' experience
• Has extensive experience as an Administrative Assistant similar role, with a demonstrated ability to support senior leaders and contribute to the smooth operation of a professional office environment.
• Values simplicity and can find practical ways to improve processes and save time.
• Enjoys working as part of a team and takes ownership of their responsibilities.
• Communicates openly, professionally, and with integrity.
• Takes initiative and looks for opportunities to improve how things are done.
• Takes pride in creating a positive experience for colleagues, visitors, and stakeholders.

What's On Offer

• Brand new CBD office in a modern building, just 500m from Elizabeth Quay Train Station and Bus Port.
• Free gym and pool access, plus high-quality end-of-trip facilities.
• A professional, values-driven team environment working alongside experienced leaders.
• Strong stability and genuine long-term growth opportunities as the business expands.