EA & Office Manager

ProClinical; City of Melbourne; On-site; AUD 90,000 - 120,000; Full time

Job summary

ProClinical is seeking a proactive EA & Office Manager to support ANZ operations at a global life sciences company in Melbourne. You will drive a smooth and engaging workplace experience while managing day-to-day office operations.

Key duties include employee engagement, event coordination, travel logistics, onboarding/offboarding, vendor management, and coordinating with regional leaders. You will also support finance processes and ensure effective communication across teams.

Qualifications

• Strong written and verbal communication skills in English.
• Proficiency with Microsoft Office (Outlook, Word, PowerPoint).
• High attention to detail and ability to manage varied urgent tasks.
• Excellent organisational and planning skills.
• Self-starter with sound judgment and independence.
• Discretion handling confidential information.

Responsibilities

• Ensure a consistent and positive employee experience across regional offices.
• Coordinate town halls, social events, and video conferencing setup.
• Support implementation of the wellbeing program.
• Oversee general office tasks including mail, pantry, and vendor coordination.
• Assist with travel logistics: booking venues, accommodation, catering, and visa letters.
• Facilitate cross-department communication and support regional leadership.
• Identify and resolve office management issues; suggest improvements.
• Manage vendor setup in Ariba; raise purchase requests and process invoices.
• Coordinate onboarding logistics and onboarding orientation sessions.

Skills

Clear communication

Microsoft Office

Organisational skills

Attention to detail

Independent worker

Discretion

Email writing

Education

High school diploma

Tertiary education preferred

Tools

Ariba

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.