Executive and administrative assistant

Absafe; Melbourne; On-site; AUD 60,000 - 80,000; Full time

Job summary

Absafe in Melbourne is seeking an Administrative Assistant to support day-to-day operations, coordinate office activities, maintain records, and assist the Director and management team.

You will onboard new staff, manage document control, and ensure confidentiality, while using Microsoft 365 and Monday.com to keep logs, schedules and training registers up to date.

Qualifications

• 2-5 years of experience in Administrative or EA roles.
• Coordinate daily office operations, including scheduling meetings and managing correspondence.
• Support senior management with drafting communications and travel arrangements.
• Data entry, database management, and record-keeping using digital tools.
• Ability to work independently and within a multidisciplinary team.
• Proficiency with Microsoft 365 suite and related tools.
• Strong documentation and record-keeping skills.
• High attention to detail and confidentiality.

Responsibilities

• Oversee general office operations, including supplies, equipment, and facilities management.
• Maintain organized filing systems.
• Schedule meetings and appointments.
• Support HR functions, including onboarding, attendance tracking, and record-keeping.
• Manage document control for company documents.
• Format and proofread documents.
• Draft updates to policies and procedures from direction or markups.
• Own all logs and registers, and report on overdue items.
• Monitor certifications and notify staff before expiry dates.
• Own onboarding of new staff: inductions, onboarding documents and Upvise setup.
• Book training courses and keep the training register current.
• Manage reminders for the Director's meetings and appointments.
• Update and keep current Monday.com.
• Support growth and skill development of junior administrative and accounts staff.
• Assist in performance monitoring, feedback, and development planning.

Skills

Executive support

Office coordination

Attention to detail

Confidentiality

Tools

Microsoft 365

SharePoint

Monday.com

OneDrive

Job description

The Administrative assistant is responsible for assisting with the day-to-day administrative functions of the office, ensuring smooth operations and providing support to staff and management. The role involves coordinating office activities, maintaining records, registers and document control, onboarding new staff, and supporting the Director and management team.

Key responsibilities

• Oversee general office operations, including supplies, equipment, and facilities management
• Maintain organized filing systems
• Schedule meetings and appointments
• Support HR functions, including onboarding, attendance tracking, and record-keeping
• Manage document control for company documents
• Format and proofread documents
• Draft updates to policies and procedures from direction or markups
• Own all logs and registers, and report on overdue items
• Monitor certifications and notify staff before expiry dates
• Own onboarding of new staff: inductions, onboarding documents and Upvise setup
• Book training courses and keep the training register current
• Manage reminders for the Director's meetings and appointments
• Update and keep current Monday.com
• Support the growth and skill development of junior administrative and accounts staff through guidance, mentoring, and training
• Assist in performance monitoring, feedback, and professional development planning for team members

About you

• 2-5 years of experience in Administrative or EA roles
• Demonstrated ability to coordinate daily office operations, including scheduling meetings, managing correspondence, maintaining filing systems, and overseeing office supplies and inventory
• Experience in supporting senior management or executive teams, including drafting communications, arranging travel, and managing confidential information
• Practical experience in data entry, database management, and maintaining accurate records using digital tools or management software including SharePoint
• Experience in working both independently and collaboratively within a multidisciplinary team environment
• Proficiency with Microsoft 365 suite including Word, Excel, PowerPoint, OneDrive, SharePoint and Monday.com
• Strong documentation and record-keeping skills
• High attention to detail and accuracy
• Ability to maintain confidentiality of sensitive information