Executive Support & Office Coordination Specialist

Fenix; Perth; On-site; AUD 70,000 - 110,000; Full time

Benefits offered by this job

Brand new CBD office in a modern build

Free gym and pool access

Long-term growth opportunities

Job summary

Fenix Resources Ltd; Perth CBD-based Administration Assistant role supporting the Senior Executive Assistant, coordinating meetings, travel and front-of-house tasks. You will maintain an organized, welcoming office environment and ensure executive priorities run smoothly with strong attention to detail.

The position requires a minimum of 10 years’ experience in senior administration, a proactive approach, and excellent communication.

Qualifications

• Minimum of 10 years' experience in an Administrative Assistant role.
• Extensive experience supporting senior leaders in a professional office.
• Values simplicity and finds practical ways to improve processes/time.
• Enjoys working as part of a team and taking ownership of responsibilities.
• Communicates openly, professionally, and with integrity.
• Takes initiative and seeks opportunities to improve how things are done.
• Takes pride in creating a positive experience for colleagues, visitors and stakeholders.

Responsibilities

• Provide day-to-day administrative support to the Senior Executive Assistant.
• Assist with the coordination and preparation of internal and external meetings.
• Ensure meeting rooms are presented to a high standard (clean, set up, and reset post meetings).
• Assist with meeting logistics including catering, room bookings, and equipment setup.
• Collect coffees for Board Meetings and other meetings as required.
• Assist with coordinating travel arrangements including flight bookings, accommodation, and itineraries.
• Support the Senior Executive Assistant in managing changes to travel plans and ensuring seamless logistics.
• Act as the first point of contact for visitors, including greeting guests professionally.
• Manage incoming deliveries and coordinate distribution of goods across the office.
• Maintain a tidy, organised office environment at all times.
• Manage ordering and replenishment of office supplies including stationery, kitchen items, and general consumables.
• Coordinate and manage stock deliveries and ensure appropriate storage.
• Monitor stock levels and proactively reorder as required.
• Coordinate catering for meetings including lunches and refreshments.
• Organise office events such as birthday morning teas and team celebrations.
• Ensure kitchen and shared spaces are maintained to a high standard.
• Assist in coordinating charter flights for site visits and ground transport.
• Support communication between the Perth office and operational teams.
• Prepare detailed schedules and itineraries and assemble welcome packs.

Skills

10 years experience

Administrative Assistant experience

Open communication

Team player

Proactive

Process improvement

Job description

Fenix Resources Ltd; Perth CBD-based Administration Assistant role supporting the Senior Executive Assistant, coordinating meetings, travel and front-of-house tasks. You will maintain an organized, welcoming office environment and ensure executive priorities run smoothly with strong attention to detail.

The position requires a minimum of 10 years’ experience in senior administration, a proactive approach, and excellent communication.