Executive Assistant Office Manager

Platinum Pacific Partners; Sydney; On-site; AUD 100,000 - 140,000; Full time

Job summary

Platinum Pacific Partners seeks an experienced Executive Assistant to lead the Sydney office and support the Head of Australia and several Managing Directors. The role involves coordinating complex meetings across time zones, managing calendars, travel, and office operations to ensure seamless daily functioning.

You will act as the central point of contact for suppliers and board processes, help organise events, and keep budgets on track, with initiative and professionalism in a fast-paced

Qualifications

• Proven Executive Assistant or Office Management experience, ideally from within financial or professional services
• Ability to work both autonomously and in a collaborative team environment
• Previously succeeded in a high-pressure environment with peaks and troughs of workload
• Maturity to determine workload and be the glue to stick the team together

Responsibilities

• Managing diaries for the Head of Australia and 3 Managing Directors, including inbox management with a daily wrap up of emails and snapshot of meetings for the next day
• Complex calendar management for the Execs and the wider team and set up meetings across multiple time zones. Manage priorities, potential conflicts for meetings that involve the whole team.
• Scheduling heavy travel arrangements and preparing detailed travel itineraries. Ensure all travel expenses are allocated correctly at time of booking
• Maintaining a fully functioning office, ensuring all supplies and facilities are running well. Being responsible for an upcoming office move
• Act as point of contact with Landlord in liaising lease related matters, including lease renewals, insurances, workers compensation, bank guarantees etc.
• Liaise with Portfolio Companies for board requirements, including setting of board dates, arrange signing of resolutions, printing of board packs and arrange ad-hoc meetings.
• Upkeep department budgets, process expense claims for reimbursements
• Manage events operations, including organise venues, accommodation, travel, guest lists, budgets for end of year client events, team offsites and social events

Skills

Executive Assistant

Office Management

Travel Coordination

Calendar Management

Job description

Our client is a dynamic, global Investment firm with a boutique Sydney office. Your primary responsibility will be to manage the Sydney office, as well as supporting the Head of Australia and a few Managing Directors with the day to day running of the business. You will be an integral member of the team who can bounce between liaising with external suppliers and organising complex meetings on a global scale.

This role is suited to someone who brings initiative, confidence, and the ability to anticipate what needs to be done to support high performing executives and ensure the office runs smoothly.

Key responsibilities will include:

• Managing diaries for the Head of Australia and 3 Managing Directors, including inbox management with a daily wrap up of emails and snapshot of meetings for the next day
• Complex calendar management for the Execs and the wider team and set up meetings across multiple time zones. Manage priorities, potential conflicts for meetings that involve the whole team.
• Scheduling heavy travel arrangements and preparing detailed travel itineraries. Ensure all travel expenses are allocated correctly at time of booking
• Maintaining a fully functioning office, ensuring all supplies and facilities are running well. Being responsible for an upcoming office move
• Act as point of contact with Landlord in liaising lease related matters, including lease renewals, insurances, workers compensation, bank guarantees etc.
• Liaise with Portfolio Companies for board requirements, including setting of board dates, arrange signing of resolutions, printing of board packs and arrange ad-hoc meetings.
• Upkeep department budgets, process expense claims for reimbursements
• Manage events operations, including organise venues, accommodation, travel, guest lists, budgets for end of year client events, team offsites and social events

Ideal skills and experience:

• Proven Executive Assistant or Office Management experience, ideally from within financial or professional services
• Ability to work both autonomously and in a collaborative team environment
• Previously succeeded in a high-pressure environment with peaks and troughs of workload
• Maturity to determine workload and be the glue to stick the team together