Executive Assistant

Surefire Management Group Pty Ltd; City of Melbourne; On-site; AUD 60,000 - 85,000; Full time

Job summary

Surefire Management Group Pty Ltd in Brunswick, VIC seeks an experienced Executive Assistant/Administrative professional to provide comprehensive support to the Director/Owner. The role covers drafting correspondence, meeting preparation, document formatting and proactive task management.

You will maintain Excel trackers, handle email communications, and assist with basic Xero invoicing and payments. The position requires attention to detail, discretion and a calm, organized approach in a

Qualifications

• Strong experience in administration, executive support, office management or business support.
• Strong Excel skills, including maintaining trackers, registers and simple spreadsheets.
• Strong email writing and communication skills.
• Experience using Xero for basic invoicing, payments or accounts administration.
• Ability to manage files, folders, naming conventions and document control.
• High attention to detail and strong follow-through and task ownership.

Responsibilities

• Provide daily administrative support to the Director / Owner, managing follow-ups, reminders, action items and outstanding tasks.
• Prepare draft emails, correspondence, notes and business documents.
• Assist with meeting preparation, meeting notes and post-meeting actions.
• Prepare, format and edit Word documents to a professional standard and convert rough notes into clear, well-presented documents.
• Create, update and maintain Excel registers and trackers, including action lists, task lists and project administration trackers.
• Draft professional emails and monitor and organise relevant email correspondence.
• Follow up clients, subcontractors, suppliers, laboratories and staff for outstanding information.
• Prepare draft invoices in Xero and assist with basic invoicing, payment tracking and accounts administration.
• Assist with day-to-day office organisation, maintain office supplies and filing systems.
• Assist the Director / Owner with reasonable personal administrative tasks including booking appointments, organising reminders and coordinating personal paperwork.

Skills

Administration

Excel

Email writing

Communication

Document control

Xero

Tools

Xero

Job description

Surefire Management Group Pty Ltd – Brunswick VIC

Key responsibilities

• Provide daily administrative support to the Director / Owner, managing follow-ups, reminders, action items and outstanding tasks
• Prepare draft emails, correspondence, notes and business documents
• Assist with meeting preparation, meeting notes and post-meeting actions
• Prepare, format and edit Word documents to a professional standard and convert rough notes into clear, well-presented documents
• Create, update and maintain Excel registers and trackers, including action lists, task lists and project administration trackers
• Draft professional emails and monitor and organise relevant email correspondence
• Follow up clients, subcontractors, suppliers, laboratories and staff for outstanding information
• Prepare draft invoices in Xero and assist with basic invoicing, payment tracking and accounts administration
• Assist with day-to-day office organisation, maintain office supplies and filing systems
• Assist the Director / Owner with reasonable personal administrative tasks including booking appointments, organising reminders and coordinating personal paperwork

About you

• Strong experience in administration, executive support, office management or business support
• Strong Excel skills, including maintaining trackers, registers and simple spreadsheets
• Strong email writing and communication skills
• Experience using Xero for basic invoicing, payments or accounts administration
• Ability to manage files, folders, naming conventions and document control
• High attention to detail and strong follow-through and task ownership
• Organised, structured, resilient and calm under pressure
• Discreet, trustworthy, practical and solutions-focused
• Reliable, accountable and consistent

About us

Surefire Management Group is a fast-moving, owner-led business. The Executive Assistant will play an important role in helping Surefire Management Group become more organised, structured and professionally administered.