Executive and administrative assistant

Absafe Pty Ltd; Melbourne; On-site; AUD 55,000 - 70,000; Full time

Job summary

Absafe Pty Ltd, Melbourne, is seeking an Administrative Assistant to support day-to-day office functions and help manage staff onboarding and document control. The role emphasizes coordination of office activities and close collaboration with the Director and management team.

You will maintain filing systems, schedule meetings, manage confidential information, and ensure systems like Monday.com and SharePoint are up to date. A 2–5 year background in administration or EA is preferred.

Qualifications

• 2–5 years in Administrative or EA roles.
• Experience coordinating daily office operations, including scheduling meetings and managing correspondence.
• Experience supporting senior management, drafting communications, arranging travel, and handling confidential information.
• Proficiency with Microsoft 365 suite (Word, Excel, PowerPoint, OneDrive, SharePoint) and Monday.com.
• Strong documentation and record-keeping skills.
• High attention to detail and ability to maintain confidentiality.

Responsibilities

• Oversee general office operations, including supplies, equipment, and facilities management.
• Maintain organized filing systems and manage document control.
• Schedule meetings and appointments for staff and management.
• Support HR functions, including onboarding, attendance tracking, and record-keeping.
• Own onboarding of new staff: inductions, onboarding documents and Upvise setup.
• Draft updates to policies and procedures from direction or markups.
• Monitor certifications and notify staff before expiry dates.
• Book training courses and keep the training register current.
• Update and keep current Monday.com and related management systems.
• Provide guidance, mentoring, and training for junior administrative and accounts staff.
• Assist in performance monitoring, feedback, and professional development planning.

Skills

Office coordination

Communication

Multitasking

Microsoft 365

SharePoint

Monday.com

Data entry

Documentation

Confidentiality

Tools

SharePoint

Monday.com

Microsoft 365

Excel

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