Office Administrator / Director's Personal Assistant

Bacena Capital; Sydney; Presencial; AUD 65.000 - 100.000; Jornada completa

Descripción de la vacante

Bacena Capital in Sydney seeks an Office Administrator and Director's Personal Assistant to handle front-desk reception, welcome visitors, manage the Director’s diary, book meetings and travel, and support daily office operations.

You will maintain filing and document control, coordinate vendors, assist with basic bookkeeping and invoicing, manage user accounts, prepare correspondence, and handle confidential information with discretion, including personal tasks for the Director when required.

Responsabilidades

• Provide front-desk reception, welcoming visitors and preparing tea and coffee for guests and meetings
• Handle day-to-day office administration and keep the office tidy and running smoothly
• Manage the purchasing and stock of office supplies and equipment, coordinate vendors and maintain office facilities
• Liaise with external service providers (IT, cleaning, couriers, building management, etc.) and follow up on service quality and issues
• Coordinate meeting arrangements, book meeting rooms and arrange catering as required
• Prepare meeting materials and help record key points and follow-up actions
• Manage filing, document control and record-keeping, including confidential company and legal documents, so that versions are accurate and easy to locate
• Under supervision, draft standard-form agreements and documents from the Company’s approved templates
• Prepare and send documents for signature through Adobe Sign, follow up until all parties have signed, and file the executed versions
• Manage administrator access and user accounts for the Company’s business systems, including set-up for new staff, permission changes and deactivation when staff leave
• Maintain a register of accounts and access permissions, making sure each person’s access matches their role
• Assist with basic bookkeeping and invoicing as required, compile invoices and payment documents, and support the finance team’s approval process
• Manage the Director’s diary and calendar, scheduling and rescheduling meetings and appointments at short notice
• Arrange domestic and international travel, including flights, accommodation, transport and itineraries
• Manage correspondence and emails on the Director’s behalf, and draft emails and basic documents
• Follow up on tasks delegated by the Director to make sure they are completed on time, and report back promptly
• Run errands and attend to personal matters as required by the Director
• Drive the Director to meetings, appointments or the airport as needed
• Confidentiality and Availability: Handle sensitive Company and Director information with discretion and confidentiality at all times

Descripción del empleo

Office Administrator / Director's Personal Assistant

Provide front-desk reception, welcoming visitors and preparing tea and coffee for guests and meetings

Handle day-to-day office administration and keep the office tidy and running smoothly

Manage the purchasing and stock of office supplies and equipment, coordinate vendors and maintain office facilities

Liaise with external service providers (IT, cleaning, couriers, building management, etc.) and follow up on service quality and issues

Meetings and Events

Coordinate meeting arrangements, book meeting rooms and arrange catering as required

Prepare meeting materials and help record key points and follow-up actions

Document and Contract Management

Manage filing, document control and record-keeping, including confidential company and legal documents, so that versions are accurate and easy to locate

Under supervision, draft standard-form agreements and documents from the Company’s approved templates

Prepare and send documents for signature through Adobe Sign, follow up until all parties have signed, and file the executed versions

Systems and Account Management

Manage administrator access and user accounts for the Company’s business systems, including set-up for new staff, permission changes and deactivation when staff leave

Maintain a register of accounts and access permissions, making sure each person’s access matches their role

Finance Support

Assist with basic bookkeeping and invoicing as required, compile invoices and payment documents, and support the finance team’s approval process

Diary and Travel

Manage the Director’s diary and calendar, scheduling and rescheduling meetings and appointments at short notice

Arrange domestic and international travel, including flights, accommodation, transport and itineraries

Correspondence and Documents

Manage correspondence and emails on the Director’s behalf, and draft emails and basic documents

Follow up on tasks delegated by the Director to make sure they are completed on time, and report back promptly

Personal Tasks and Transport

Run errands and attend to personal matters as required by the Director

Drive the Director to meetings, appointments or the airport as needed (a current, valid driver’s licence is required; vehicle arrangements and related costs follow Company policy)

Confidentiality and Availability

Handle sensitive Company and Director information with discretion and confidentiality at all times

Be reasonably contactable and responsive outside standard business hours on occasion