Executive Assistant/ Office Manager

Miller Leith; City of Melbourne; Hybrid; AUD 70,000 - 110,000; Full time

Benefits offered by this job

Free Gym access

Hybrid work arrangement

Job summary

Miller Leith is seeking an experienced Executive Assistant / Office Manager to provide high-level executive and operational support to the Executive Director, while also managing the VIC office. The role involves diary and travel coordination, meeting preparation, and office management across a fast-paced environment.

You will partner with senior leaders, coordinate leadership meetings and events, and oversee employee experience initiatives.

Responsibilities

• Provide proactive, high-level support to the Executive Director
• Manage complex diary scheduling, calendar and meeting coordination
• Coordinate domestic and international travel arrangements and itineraries
• Prepare presentations, reports, correspondence and meeting materials
• Manage meeting agendas, actions and follow-up documentation
• Act as a key point of contact for internal and external stakeholders
• Support the Executive Director with confidential and sensitive matters
• Assist with business planning, leadership meetings and strategic initiatives
• Coordinate the day-to-day operation of the VIC office
• Manage office supplies, consumables and workplace facilities
• Implement workplace standards, policies and procedures consistently
• Support employee engagement activities and office-based events
• Liaise with suppliers, service providers and building management
• Identify opportunities to improve administrative and workplace processes
• Prepare business documentation, reports and presentations
• Coordinate leadership meetings and business events
• Maintain accurate records and administrative documentation
• Support key projects, vendor set-up and contract administration
• Assist with invoice processing, payment requests and expense administration
• Support onboarding and offboarding logistics for employees
• Coordinate workspace, equipment and induction administration
• Support employee engagement initiatives and internal communications
• Provide first-line support for basic IT and systems queries
• Liaise with external IT providers to resolve issues and maintain access records

Job description

Executive Assistant / Office Manager
Location: Victoria- Hybrid ( 3 days in office) + Free Gym access
Reports To: Head of Operations & Executive Director

Our client, a fast-growing and dynamic organisation, is seeking an experienced Executive Assistant / Office Manager to provide high-level executive, administrative and operational support to its Executive Director, while also managing the day-to-day running of a busy Victorian office.

This is a varied and high-trust role suited to someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in keeping both people and workplaces running smoothly.

The Role Reporting to the Head of Operations and working closely with the Executive Director, you'll act as a trusted right hand, managing executive administration, diary and travel coordination, meeting preparation and communications, while also overseeing office management and employee experience initiatives across the Corporate Services function.

Key Responsibilities - Executive Support

• Provide proactive, high-level support to the Executive Director
• Manage complex diary scheduling, calendar and meeting coordination
• Coordinate domestic and international travel arrangements and itineraries
• Prepare presentations, reports, correspondence and meeting materials
• Manage meeting agendas, actions and follow-up documentation
• Act as a key point of contact for internal and external stakeholders
• Support the Executive Director with confidential and sensitive matters
• Assist with business planning, leadership meetings and strategic initiatives

Office Management & Workplace Operations

• Coordinate the day-to-day operation of the VIC office
• Manage office supplies, consumables and workplace facilities
• Implement workplace standards, policies and procedures consistently
• Support employee engagement activities and office-based events
• Liaise with suppliers, service providers and building management
• Identify opportunities to improve administrative and workplace processes

Business & Administrative Support

• Prepare business documentation, reports and presentations
• Coordinate leadership meetings and business events
• Maintain accurate records and administrative documentation

Business & Administrative Support

• Support key projects, vendor set-up and contract administration
• Assist with invoice processing, payment requests and expense administration

Employee Experience & Onboarding

• Support onboarding and offboarding logistics for employees
• Coordinate workspace, equipment and induction administration
• Support employee engagement initiatives and internal communications

Systems Support

• Provide first-line support for basic IT and systems queries
• Liaise with external IT providers to resolve issues and maintain access records

About You

• Demonstrated experience in executive assistance, office management, administration or business support
• Experience supporting senior executives, business leaders or founders in a fast-paced environment
• Strong capability in diary management, travel coordination, events and supplier management
• Confident preparing reports, presentations and business correspondence
• Excellent organisation, communication and stakeholder management skills
• High attention to detail with the ability to manage competing priorities
• Proficient across Microsoft 365 and business administration systems
• Highly organised, proactive, adaptable, and known for discretion and professionalism