Executive Assistant / Administration Assistant

Arventa Pty Ltd; Canberra; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

KPIs-focused role

Supportive team culture

AI-powered tools

Modern office environment

Career progression

Job summary

Arventa Pty Ltd in Turner, Canberra, is seeking an experienced Executive Assistant to provide high-quality administrative support across the business. You will manage calendars, meetings, inquiries and records, supporting the leadership team and coordinating with customers, suppliers and internal staff.

You will be highly organised, proactive and able to take ownership of tasks, with strong communication skills and discretion.

Qualifications

• And previous experience in executive/administration support roles.
• Strong calendar, meeting and inbox management experience.
• Excellent organisational and time-management skills.
• Strong written and verbal communication skills.
• Professional telephone manner.
• Experience dealing with customers, clients or external stakeholders.
• Attention to detail and accurate record keeping.
• Ability to manage multiple priorities and changing demands.
• Note taking and tracking follow-up actions.
• Competent with Outlook, Word, Excel and PowerPoint.
• Experience using CRM or customer management systems would be highly regarded.
• High level of professionalism and discretion with confidential information.
• Ability to work independently and take initiative.

Responsibilities

• Manage and coordinate calendars, meetings and appointments for leadership team.
• Monitor shared inboxes, prioritise and respond or follow up.
• Review incoming enquiries and ensure prompt acknowledgement and action.
• Contact customers and prospective customers by phone and email to arrange meetings and follow-ups.
• Coordinate meetings between customers, internal staff and leadership team.
• Prepare and send information, documents, invitations and follow-up correspondence.
• Attend meetings, take notes and record key decisions and actions.
• Track outstanding meeting actions and follow-up with relevant staff.
• Maintain customer, enquiry and activity records in CRM and other systems.
• Assist with agendas, correspondence, briefing notes, reports and other documents.
• Screen and prioritise incoming calls, emails and requests.
• Assist with general office administration and record keeping.
• Coordinate travel and logistical arrangements when required.
• Liaise with customers, suppliers and external stakeholders.
• Provide general administrative support across the business.
• Assist with ad hoc projects and coordination activities.

Skills

Calendar management

Inbox management

Communication

Customer contact

Note taking

MS Office

CRM systems

Discretion

Independence

Prioritisation

Tools

Microsoft Office

CRM systems

Job description

WHS Monitor is a leading Australian provider of cloud-based workplace health, safety, risk and compliance software. We help organisations simplify their compliance processes, improve safety outcomes and manage their obligations more effectively.

We are looking for a highly organised and proactive Executive Assistant / Administration Assistant to provide high-quality administrative support.

About Us

WHS Monitor is a leading Australian provider of cloud-based workplace health, safety, risk and compliance software. We help organisations simplify their compliance processes, improve safety outcomes and manage their obligations more effectively.

We are looking for a highly organised and proactive Executive Assistant / Administration Assistant to provide high-quality administrative support.

About the Role

This is a hands-on administrative role suited to someone who enjoys organisation, communication and keeping a busy team running smoothly.

You will be responsible for coordinating calendars and meetings, monitoring inboxes, responding to and following up enquiries, contacting clients, preparing and sending information, taking meeting notes, maintaining records and ensuring actions are followed through.

The role will work closely with the leadership team and provide administrative support across different areas of the business as required.

You will also regularly communicate with customers, prospective customers, suppliers and internal team members, making professionalism and strong communication skills essential.

Key Responsibilities

• Manage and coordinate calendars, meetings and appointments for members of the leadership team.

• Monitor shared and business inboxes, identify priorities and ensure emails are responded to, delegated or followed up.

• Review incoming online, customer and sales enquiries and ensure they are promptly acknowledged and actioned.

• Contact customers and prospective customers by phone and email to arrange meetings, demonstrations and follow-up discussions.

• Coordinate meetings between customers, internal staff and members of the leadership team.

• Prepare and send information, documents, meeting invitations and follow-up correspondence.

• Attend meetings as required, take clear and accurate notes and record key decisions and actions.

• Track outstanding meeting actions and follow up with relevant team members.

• Maintain accurate customer, enquiry and activity records within the CRM and other business systems.

• Assist with preparing agendas, correspondence, briefing notes, reports and other business documents.

• Screen and prioritise incoming calls, emails and requests.

• Assist with general office administration, document management and record keeping.

• Coordinate travel, appointments and logistical arrangements when required.

• Liaise professionally with customers, suppliers, partners and other external stakeholders.

• Provide general administrative support across the business as required.

• Assist with ad hoc projects and coordination activities where needed.

About You

You will be someone who enjoys being organised, keeping track of multiple priorities and making sure tasks are completed.

You will be confident dealing directly with customers and prospective customers and comfortable contacting people by phone and email, arranging meetings, following up enquiries and sending information.

You will also be proactive and comfortable taking ownership of tasks without needing constant direction.

Qualifications and Experience

• Previous experience in an Executive Assistant, Personal Assistant, Administration Coordinator, Office Administrator, Office Support or similar role.

• Strong calendar, meeting and inbox management experience.

• Excellent organisational and time-management skills.

• Strong written and verbal communication skills.

• Confident and professional telephone manner.

• Experience communicating with customers, clients or external stakeholders.

• Strong attention to detail and accurate record keeping.

• Ability to manage multiple priorities and changing demands.

• Comfortable taking meeting notes and tracking follow-up actions.

• Competent with Microsoft Office, including Outlook, Word, Excel and PowerPoint.

• Experience using CRM or customer management systems would be highly regarded.

• High level of professionalism and discretion when handling confidential information.

• Ability to work independently and take initiative.

Why Join Arventa?

• Work smarter -Clear, achievable KPIs focused on outcomes, giving you the flexibility to spend more time doing meaningful work.

• Supportive team culture -Join a collaborative, respectful team that values innovation, continuous improvement and helping each other succeed.

• AI-powered innovation- We embrace AI and modern tools to reduce repetitive tasks and help our team perform at their best.

• Modern office environment -Enjoy centrally located, light-filled offices with staff parking and productivity-focused workspaces.

• Grow with us- Be part of a supportive, collaborative team with ongoing professional development and genuine career progression opportunities.

The Opportunity

This is a great opportunity for an experienced administrator or Executive Assistant who enjoys being at the centre of a busy organisation and helping teams stay organised, responsive and effective.

The key to your success will be your organisation, attention to detail, communication skills and willingness to take ownership of tasks and follow them through.

This is a full-time, office-based position located in Turner, Canberra.

Only shortlisted candidates will be contacted.