Executive Assistant / Office Coordinator – Part Time

Escalate Consulting; Brisbane; On-site; AUD 39,000 - 58,000; Part time

Job summary

Escalate Consulting in Brisbane City is seeking an organised Executive Assistant / Office Coordinator for a part-time role three days per week. You will work closely with the Managing Director, delivering executive support, calendar management, travel planning and document preparation in a fast-paced environment.

You’ll handle internal and external coordination, onboarding and recruitment support, office operations and general administration to keep the business running smoothly.

Qualifications

• Previous experience as an Executive Assistant, Personal Assistant, Office Manager or similar coordination role.
• Ability to manage multiple diaries, meetings and competing priorities.
• Strong written and verbal communication skills.
• Comfort working with senior management and external stakeholders.

Responsibilities

• Executive support: diary management, meetings scheduling, travel arrangements and document preparation.
• Team & office coordination: internal meetings, inbox monitoring, procurement, liaison with suppliers.
• People & recruitment: onboarding/offboarding support, recruitment assistance, HR documentation.
• Finance & business administration: liaising with accounts, expense management, timesheets and lead generation tools.

Skills

Diary management

Meeting coordination

Travel arrangements

Office administration

Communication

Tools

Microsoft Office

Outlook

Word

PowerPoint

Job description

Executive Assistant / Office Coordinator – Part Time

3 days per week | Brisbane | Work closely with the Managing Director

About the role

We are looking for an organised, proactive and personable Executive Assistant / Office Coordinator to join our team on a part-time basis, working three days per week in our Brisbane City office.

This is a varied, hands‑on role working side by side with our Managing Director, providing executive support while also helping keep the broader business organised and running smoothly.

We’re looking for someone who enjoys variety, takes initiative and is comfortable picking up whatever needs to be done.

What you’ll be doing

Executive support

Diary management and scheduling for the Managing Director

Coordinating internal and external meetings and diary management.

Assisting with travel arrangements, itineraries and travel documentation

Formatting and reviewing business documents and presentations

Assisting the Managing Director with ad hoc administration and business requirements

Helping manage priorities, follow-ups and day‑to‑day activities

Team & office coordination

Coordinating regular internal meetings including management and WIP meetings

Monitoring the company's general email inbox and directing enquiries appropriately

Assisting staff with internal and external meeting coordination

Coordinating office requirements including stationery, merchandise, access cards and other general requests

Liaising with external suppliers including property, insurance, marketing and other service providers

Supporting the team with general administrative tasks as required

People & recruitment

Coordinating employee onboarding and offboarding

Assisting with recruitment when required, including preparing SEEK advertisements and arranging interviews

Maintaining and updating HR documentation

Assisting with staff events, professional development days and team activities

Coordinating company events including:
Christmas and social events
Team building and professional development days
Strategy days

Coordinating incoming website and email leads with the appropriate team members

Finance & business administration

Liaising with the accounts team regarding general business administration

Assisting with expense and receipt management

Assist with the management of WorkFlowMax timesheets and lead, quote and job creation.

About you

You’ll ideally be someone who is highly organised, practical and comfortable juggling a number of different priorities.

You don’t need to be an expert in every area of the role. More importantly, you’ll be someone who can work things out, follow through and take ownership.

We’d love to hear from you if you:

Have previous experience as an Executive Assistant, Personal Assistant, Office Manager or in a similar coordination role

Are confident managing diaries, meetings and competing priorities

Have strong written and verbal communication skills

Are comfortable working with senior management and external stakeholders

Have good attention to detail and enjoy keeping things organised

Are confident using Microsoft Office, particularly Outlook, Word and Powerpoint

Are comfortable handling confidential and commercially sensitive information

Can work independently and use initiative

Enjoy variety and are happy to help wherever needed

Have a friendly, approachable and professional manner

Are reliable and follow tasks through to completion

This role would suit someone looking for a genuine part-time position with plenty of variety and responsibility.

You’ll work closely with the Managing Director and have visibility across many areas of the business, from people and operations through to events, business development and finance administration.

It’s an opportunity to become a trusted part of the team and play an important role in keeping the business organised and moving forward.

The role is three days per week, with the specific working days to be agreed with the successful candidate.

Interested?

Please note: interviews will take place in early December, with the successful candidate commencing in January.