Executive Assistant and Office Administrator (Part-Time)

nxzen; Sydney; On-site; AUD 40,000 - 60,000; Part time

Job summary

nxzen, a global technology, consulting and engineering partner, seeks a part-time Executive Assistant & Office Administrator in Sydney (25 hours/week). You will support the CEO with diary and travel management, coordinate meetings and handle day-to-day office operations across multiple offices, keeping priorities on track and maintaining a professional and confidential environment.

This role also involves onboarding new staff, preparing reports, liaising with senior stakeholders, and

Qualifications

• 3+ years' experience in an Executive Assistant, Personal Assistant, Office Administrator or similar role.
• Strong organisational, administrative and time-management skills.
• Excellent written and verbal communication skills.
• Professional, reliable and proactive, with the ability to work independently and show initiative.
• High level of discretion and professionalism when handling confidential information.

Responsibilities

• Provide day-to-day executive support to the CEO, including diary management, correspondence, meeting coordination and general administration.
• Coordinate travel, accommodation and itineraries for the CEO and other staff as required.
• Organise meetings, including agendas, supporting materials, note-taking and follow-up of actions.
• Liaise with senior leaders, clients and external stakeholders on behalf of the CEO, and prepare presentations, reports and communications as required.
• Manage day-to-day office operations across all offices, including visitors, security access, stationery, deliveries and supplies.
• Coordinate facilities and service providers, including building management, cleaners and contractors.
• Plan and coordinate corporate events, leadership meetings and other business functions.
• Maintain office systems and records, improve administrative processes, and support WHS activities including office inspections, hazard reporting and maintaining a safe workplace.
• Support employee onboarding and inductions, including IT equipment, workstation setup, office access, key processes, systems and company information.
• Maintain confidentiality when handling sensitive information and undertake other reasonable administrative duties or projects as directed by the CEO, Head of Operations and Head of People & Culture.

Skills

Executive support

Diary management

Communication skills

Microsoft Office

Tools

Microsoft Office

Job description

Executive Assistant and Office Administrator (Part-Time)

nxzen (formerly Enzen Australia) is a global technology, consulting and engineering partner. We help energy, utilities, and national infrastructure providers optimise performance, digitise operations, and enhance resilience-combining deep domain expertise with innovative technology.

Our purpose is to advance the national infrastructure that society depends on.

About the ROLE

Sydney 25 hours/week

Permanent Part-time - hours spread across 4-5 days per week

We are seeking a highly organised and proactive Executive Assistant & Office Administrator to support the CEO and ensure the smooth day-to-day operation of the nxzen offices. The role covers executive support, diary and travel management, meeting coordination, office management and general administration. You will play a key role in keeping priorities on track and supporting the effective operation of the wider business.

Key responsibilities for the role include:

Provide day-to-day executive support to the CEO, including diary management, correspondence, meeting coordination and general administration.

Coordinate travel, accommodation and itineraries for the CEO and other staff as required.

Organise meetings, including agendas, supporting materials, note-taking and follow-up of actions.

Liaise with senior leaders, clients and external stakeholders on behalf of the CEO, and prepare presentations, reports and communications as required.

Manage day-to-day office operations across all offices, including visitors, security access, stationery, deliveries and supplies.

Coordinate facilities and service providers, including building management, cleaners and contractors.

Plan and coordinate corporate events, leadership meetings and other business functions.

Maintain office systems and records, improve administrative processes, and support WHS activities including office inspections, hazard reporting and maintaining a safe workplace.

Support employee onboarding and inductions, including IT equipment, workstation setup, office access, key processes, systems and company information.

Maintain confidentiality when handling sensitive information and undertake other reasonable administrative duties or projects as directed by the CEO, Head of Operations and Head of People & Culture.

About YOU

3+ years' experience in an Executive Assistant, Personal Assistant, Office Administrator or similar role, with experience supporting senior executives.

Strong organisational, administrative and time-management skills, with excellent attention to detail and the ability to manage competing priorities.

Excellent written and verbal communication skills and strong Microsoft Office capability.

Professional, reliable and proactive, with the ability to work independently and show initiative.

High level of discretion and professionalism when handling confidential information.