Executive Assistant

Partale; Sydney; On-site; AUD 90,000 - 120,000; Full time

Job summary

Partale is seeking an experienced Executive Assistant to support the Managing Director and leadership team from a Sydney CBD office. The role combines executive support, bookkeeping, payroll administration and operational coordination in a dynamic logistics business.

You will work closely with executives, external accountants, suppliers and clients to ensure activities are executed accurately and efficiently, with scope to grow into broader finance and leadership responsibilities as the company

Qualifications

• Previous experience as Executive Assistant or similar senior business support role.
• Strong Microsoft Office and Google Workspace, esp. Excel and calendar management.
• Ability to handle confidential information with professionalism and discretion.
• Detail-oriented with organized, proactive, and ownership mindset.

Responsibilities

• Provide high-level diary, travel, meetings and correspondence management for the Managing Director.
• Coordinate internal and external meetings across shipping, ports, mining, and project logistics sectors.
• Prepare agendas, briefing papers, presentations and reports.
• Process accounts payable and receivable; assist monthly reporting and finance administration.
• Assist with payroll and related admin activities.

Skills

Executive support

Finance administration

Payroll administration

Document management

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Excel

Job description

PartaleTalentisproudtobepartneringwithagrowingAustralianfreight,shippingandprojectlogisticsbusinessthatsupportscomplexcargomovementsacrossAustraliaandinternationalmarkets.Workingacrossmining,infrastructure,portoperations,bulkandbreakbulkshipping,vesselchartering,containerisedfreightandremote-arealogistics,ourclienthasbuiltastrongreputationfordeliveringtailoredlogisticssolutionsinhighlycomplexoperationalenvironments.

Duetocontinuedgrowth,ourclientisseekingahighlycapableExecutiveAssistantsupporttheManagingDirectorandbroaderleadershipteamfromtheirSydneyCBDoffice.Thisisarareopportunitytojoinadynamicandentrepreneurialbusinessinatrustedrolethatsitsatthecentreofexecutiveoperations,financeadministration,payrollandcommercialsupport.

Asakeymemberofthebusiness,youwillworkcloselywiththeManagingDirector,leadershipteam,externalaccountants,suppliers,customersandoperationalstakeholderstoensurecriticalbusinessactivitiesareexecutedaccuratelyandefficiently.Thepositioncombinesexecutivesupport,bookkeeping,payrolladministrationandoperationalcoordination,makingitideallysuitedtosomeonewhoenjoysvariety,thrivesinafast-pacedenvironmentandtakesprideinkeepingabusinessrunningsmoothly.Asourclientcontinuestogrow,thereisgenuinescopefortheroletoevolveintobroaderfinance,commercialoperations,businessmanagementorleadershipresponsibilities.

KeyResponsibilities

ExecutiveSupport

• Providehigh-leveldiary,travel,meetingandcorrespondencemanagementfortheManagingDirector.
• Coordinateinternalandexternalmeetingswithclientsandstakeholdersacrossshipping,ports,miningandprojectlogisticssectors.
• Preparemeetingagendas,briefingpapers,presentations,reportsandactionregisters.
• Draftandmanageprofessionalcorrespondence,proposals,capabilitystatementsandcommercialdocumentation.
• Maintainconfidentialcompany,client,supplierandprojectrecords.
• Manageday-to-daybookkeepingandfinanceadministrationincollaborationwithexternalaccountantsandadvisers.
• Processaccountspayableandaccountsreceivable,includingsupplierinvoices,customerinvoicing,expenseclaimsandpaymentpreparation.
• Assistwithmonthlyreporting,budgettracking,managementaccountsandbasicfinancialanalysis.
• Assistwithfinancialtrackingacrossfreightmovements,projectlogisticsactivities,commissions,subcontractorcostsandoperatingexpenses.

Payroll&PeopleAdministration

• Processpayrollaccuratelyandontime,includingleave,allowances,reimbursementsandsuperannuationobligations.
• Coordinatepayrollinformationwithexternalpayroll,taxationandaccountingadviserswhererequired.
• Assistwithemploymentdocumentation,contractoradministrationandgeneralpeopleoperations.
• Supportcompliancewithpayroll,workplaceandsuperannuationrequirements.

Commercial&BusinessOperations

• Supportthepreparationandadministrationoftenders,freightquotations,clientproposalsandserviceagreements.
• Coordinateofficesuppliers,ITadministration,insurancerenewalsandgeneralbusinessservices.
• Assistwithprojectsetup,jobadministration,commercialtrackingandprojectclose-outactivities.

AboutYou

Tobesuccessfulinthisrole,you'llbeorganised,proactiveandcommerciallyminded,withtheabilitytobalancestrategicsupportresponsibilitieswhileremaininghands-onacrossadministrationandfinancefunctions.Youwillenjoybeingthepersonwhobringsstructure,accountabilityandfollow-throughtoagrowingbusiness.

Experience&Skills

• PreviousexperienceasanExecutiveAssistant,OfficeManager,ExecutiveCoordinator,FinanceAdministrator,Bookkeeperorsimilarseniorbusinesssupportrole.
• StrongMicrosoftOfficeandGoogleWorkspaceskills,particularlyacrossExcel,Word,PowerPointandcalendarmanagement.
• Highattentiontodetailwithstrongorganisationalandtaskmanagementcapabilities.
• Abilitytohandleconfidentialinformationwithprofessionalism,discretionandsoundjudgement.
• Apractical,hands-onapproachwithawillingnesstotakeownershipandcontributewhereverrequired.

PersonalAttributes

• Exceptionalwrittenandverbalcommunicationskills,withtheabilitytobuildprofessionalrelationshipsandengageconfidentlywithstakeholdersatalllevels.
• Highlyorganisedanddetail-oriented,withstrongtaskmanagementskillsandtheabilitytoeffectivelyprioritisecompetingdeadlineswhilemaintainingaccuracy.
• Professional,discreetandtrustworthy,withprovenexperiencehandlingconfidentialinformationandexercisingsoundjudgement.
• Proactive,commerciallymindedandsolutions-focused,withahands-onapproachandtheabilitytoworkautonomouslywhilesupportingseniorleadersandbusinessobjectives.
• Adaptableanddependable,thrivinginfast-pacedenvironmentsandmotivatedbycontinuousimprovement,operationalexcellenceandtakingownershipofoutcomes.

What'sonOffer?

• JoinagrowingAustralianfreight,shippingandprojectlogisticsbusiness.
• Workdirectlywithseniorleadershiponadiverserangeofcommercialandoperationalinitiatives.
• Enjoyavariedrolespanningexecutivesupport,finance,payroll,commercialadministrationandbusinessoperations.
• Professional,entrepreneurialandcommerciallyfocusedworkingenvironment.
• Long-termcareergrowthandincreasingresponsibilityastheorganisationcontinuestoexpand.