Executive Assistant: Grow Into Coo Support

Hugo Personnel Pty; Melbourne; On-site; AUD 90,000 - 110,000; Full time

Benefits offered by this job

Free car parking

Close to public transport

Free coffee, fruit and snacks

Learning & development opportunities

Job summary

Hugo Personnel Pty in Melbourne is seeking an experienced PA/Senior Administrator to transition into an EA role by supporting the COO and coordinating the wider team. The position is based at their Camberwell head office with parking and easy transit access.

You will manage diaries, prepare executive briefings, coordinate travel, and handle correspondence while building relationships with Executives and external stakeholders.

Qualifications

• Senior Administration/PA/Team Coordinator experience.
• Experience coordinating diaries, meetings and stakeholders.
• Advanced MS Office and related systems skills.
• Strong stakeholder management and relationship-building.
• Ability to manage multiple priorities in a dynamic environment.

Responsibilities

• Manage the COO's diary, calendar and inbox.
• Coordinate meetings, agendas, papers, minutes and follow-up actions.
• Prepare presentations, reports and executive briefing documents.
• Coordinate travel and itineraries (domestic and international).
• Manage correspondence and communications with stakeholders.
• Coordinate document approvals and execution.
• Liaise with Executives, Board members, clients and external stakeholders.
• Support office and team administration, onboarding and supplier coordination.
• Assist with facilities and other office administration duties.
• Maintain filing and document management systems.

Skills

Senior Administration experience

MS Office proficiency

Stakeholder management

Time management / multitasking

Initiative / proactive problem solving

Job description

Are you an experienced PA/Senior Administrator/Team Coordinator ready to take the next step in your career and move into an Executive Assistant role?

• Work for a highly regarded organisation within the health and research sector
• Exciting opportunity to take the next step from Senior Administration into an EA role
• Varied traditional role supporting a COO with the opportunity to gain valuable C-Suite exposure
• Attractive salary package on offer
• Camberwell location - free car parking and close to public transport
• Monday - Friday, 8.00 - 4.30pm
• RDO'S every month
• Free coffee, fruit and snacks!
• Lots of learning & development opportunities
• Purpose-driven organisation making a genuine difference to healthier communities
• Modern offices with a supportive & collaborative culture

The Company

There is an exciting opportunity for a self-motivated and experienced Administration professional to join a highly regarded organisation operating within the health and research sector. Renowned for its commitment to innovation and excellence, the organisation plays a key role in delivering projects that make a meaningful impact on people's lives. This position is based at their head office in Camberwell, conveniently located close to public transport, with car parking available on site.

The Role

This fantastic opportunity is a step up for someone who already has strong administration and coordination experience and is ready to take on more responsibility and work closely with senior Executives and develop their career as an EA.

Your main responsibility will be to provide executive administration support to the COO while also assisting with broader team coordination and other business activities. With ongoing support, you will bring your strong organisational skills and initiative to perform the following:

• Manage the COO's diary, calendar and inbox
• Coordinate meetings, agendas, papers, minutes and follow-up actions
• Prepare presentations, reports and executive briefing documents
• Coordinate domestic and international travel, accommodation and itineraries
• Manage correspondence and communications
• Coordinate document approvals and execution
• Liaise with Executives, Board members, clients and external stakeholders
• Support office and team administration, including onboarding and supplier coordination
• Assist with building, facilities and other office administration duties
• Maintain effective filing and document management systems
• Anticipate the COO's needs, use your initiative and proactively solve problems

What will you need to succeed?

• Proven experience in a Senior Administration, Team Coordinator or PA role
• Experience coordinating diaries, meetings, events, projects or senior stakeholders
• Advanced MS Office and systems skills
• Excellent stakeholder management skills and the ability to build trusted relationships
• Ability to juggle multiple priorities and be agile in an ever-changing environment
• A proactive, can-do approach with the confidence to use your initiative
• Most importantly, the drive, desire and enthusiasm to learn, grow and take the next step in your EA career!