EA & Office Manager

Proclinical Staffing; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

Proclinical Staffing is seeking an proactive and organized EA & Office Manager to support ANZ operations at a global life sciences company. This role ensures a smooth workplace experience and oversees day-to-day office operations across regional offices.

You will coordinate events, manage travel and onboarding, support facilities, and assist with vendor coordination and finance tasks. Requires 5+ years supporting senior management; life sciences experience is a plus.

Qualifications

• Excellent written and verbal English communication.
• Strong organisational and planning skills.
• Proficiency in Microsoft Office (Outlook, Word, PowerPoint).
• Ability to write clear, concise emails.
• High attention to detail and ability to manage urgent tasks.
• Self-starter with sound judgment and ability to work independently.
• Discretion and sensitivity when handling confidential information.

Responsibilities

• Ensure a consistent and positive employee experience across regional offices.
• Coordinate town halls, social events, and video conferencing setup.
• Oversee general office tasks including mail, pantry supplies, and vendor coordination.
• Assist with travel, venues, accommodation, catering, and visa letters.
• Facilitate communication between departments and external partners.
• Support onboarding and offboarding processes and onboarding sessions.
• Identify and resolve office management issues in collaboration with facilities team.
• Manage finance tasks such as vendor setup in Ariba, purchase requests, and invoices.

Skills

English communication

Organisational skills

Email writing

Attention to detail

Independent work

Discretion with confidential info

Education

High school diploma

Tertiary education

Tools

Microsoft Office

Job description

Proactive and organised EA & Office Manager to support the ANZ operations at a global life sciences company. This role is central to ensuring a smooth and engaging workplace experience for our employees, while also managing day-to-day office operations and administrative tasks.

Key Responsibilities:

Employee Experience & Engagement

Ensure a consistent and positive employee experience across all regional offices.

Coordinate town halls, social events, and assist with video conferencing setup.

Support the implementation of the wellbeing program.

Office Administration

Oversee general office tasks including mail handling, pantry supplies, and vendor coordination for office supplies and catering.

Assist with travel and event logistics: booking venues, arranging accommodation, coordinating catering, and preparing visa invitation letters.

Facilitate communication between departments and external partners.

Provide administrative support to regional leadership as needed.

Facilities Coordination

Identify and resolve office management issues, analyse data, and provide recommendations.

Collaborate with the facilities team and site leadership on safety and maintenance updates.

Finance Administration

Manage finance-related tasks such as vendor setup in Ariba, raising purchase requests/orders and processing invoices

Employee Onboarding & Offboarding

Coordinate onboarding logistics including supplies, ID badges, and laptops in collaboration with relevant teams.

Support offboarding processes and ensure smooth handovers.

Liaise with ANZ consultants and coordinate onboarding orientation sessions (delivery not required).

Note: Responsibilities may evolve based on business needs.

What We’re Looking For:

Essential Skills & Qualifications

Strong written and verbal communication skills in English.

Ability to write clear, concise, and professional emails.

High attention to detail and ability to manage urgent, varied tasks.

Excellent organisational and planning skills.

Proficiency in Microsoft Office (Outlook, Word, PowerPoint).

Self-starter with sound judgment and the ability to work independently.

Discretion and sensitivity when handling confidential information.

Preferred Experience

Minimum 5 years of relevant experience supporting senior management in a multinational corporate environment.

Experience in life sciences, biotech, or pharmaceuticals is a plus but not required.

Education

High school diploma required; tertiary education preferred.