Office Manager / Executive Assistant

Private Advertiser; Gold Coast City; On-site; AUD 80,000 - 100,000; Full time

Benefits offered by this job

Superannuation

Job summary

Private Business Group on the Gold Coast is seeking an experienced Office Manager / Executive Assistant to provide high-level business administration and executive support across the Directors’ primary operations and related entities.

Based in an established Gold Coast manufacturing environment, you will juggle priorities, bring structure to moving parts and turn requests into organised outcomes with discretion and commercial awareness.

Qualifications

• Proven experience as Office Manager/EA or Senior Administrator.
• Ability to handle multiple priorities across business entities.
• Strong written and verbal communication skills.

Responsibilities

• Office management across multiple entities and facilities.
• Executive support to Directors including calendars and meetings.
• Prepare documents, reports and presentations.
• Coordinate approvals, NDAs and document control.
• Manage supplier relations and administrative processes.

Skills

Organisation

Communication

Prioritisation

Discretion

Tools

Microsoft Office

Job description

$80,000 – $100,000 pa, depending on experience

Gold Coast | Private Business Group
Salary $80,000 to $100,000 + Super | Full-Time
An opportunity is available for an experienced Office Manager / Executive Assistant to provide high-level business administration and executive support within a privately owned group of businesses.

Based within an established Gold Coast manufacturing business, this is a broad and trusted position supporting the Directors across their primary business operations as well as a number of associated business entities and interests.

The Directors have an entrepreneurial mindset and operate in a dynamic, fast-moving environment. New projects and opportunities are regularly explored, priorities can change quickly, and the person in this position will often be responsible for turning ideas and requests into organised, actionable outcomes.

We are looking for someone who genuinely enjoys that environment: someone highly organised and commercially minded who can confidently juggle multiple priorities, bring structure to moving parts and follow things through to completion.

The Role

This position combines Office Management, Business Administration and Executive Support, with considerable variety from week to week.

Business Administration & Office Management

You will take ownership of a broad range of administrative and operational matters, including:

Coordinating business insurance renewals, policy updates and insurance claims across multiple entities

Managing NDAs and other routine business documentation, including coordinating execution, record keeping and filing

Reviewing and coordinating equipment and incidental company purchases

Managing facilities and service providers including utilities, telecommunications, security, cleaning and body corporate matters

Coordinating the purchase, allocation and management of company equipment including computers, phones and other devices

Managing company uniform inventory and approving uniform issue

Maintaining the Master Document List and supporting document control processes

Maintaining business records, registers and documentation

Liaising with suppliers, insurers, contractors and other external stakeholders

Reviewing existing administrative processes and identifying opportunities to improve efficiency, consistency and control

Supporting projects and other business administration requirements as they arise

Executive Support

Working closely with the Directors, you will provide trusted and proactive executive support including:

Managing calendars, appointments, meetings and competing priorities

Coordinating activities across multiple businesses and business interests

Preparing and formatting documents, reports, presentations and correspondence

Assisting with research, projects and new business initiatives

Coordinating information required for meetings and business decisions

Monitoring actions and following matters through to completion

Liaising with internal and external stakeholders on behalf of the Directors

Handling highly confidential and commercially sensitive business matters

Anticipating requirements and helping the Directors stay ahead of competing priorities

Assisting with ad hoc executive and business requirements as they arise

About You

This isn't a role for someone who needs every day to be predictable or every task to arrive neatly packaged.

You will be comfortable receiving a new priority, working out what needs to happen and taking ownership of getting it done.

You will ideally have:

Previous experience as an Office Manager, Executive Assistant, Senior Administrator or in a comparable position

Experience supporting business owners, Directors or senior executives

Exceptional organisation and attention to detail

The ability to manage multiple priorities across different businesses and projects

Strong written and verbal communication skills

Excellent document preparation and administration skills

Sound commercial judgement and common sense

Confidence dealing with suppliers, contractors, professional advisers and senior stakeholders

A high level of discretion when handling confidential information

The ability to work autonomously and take ownership

A proactive approach – you identify what needs to happen rather than waiting for every step to be provided

The ability to remain organised and effective when priorities change quickly

Experience within manufacturing, construction, engineering, automotive or another operational business environment would be advantageous, but is not essential.

The Environment

The primary workplace is an established manufacturing operation on the Gold Coast, so this is not a traditional corporate-office EA position.

You will be working alongside operational and management teams in a practical, fast-paced environment while also supporting the Directors with matters extending across their broader business interests.

The position will have exposure to confidential commercial matters and new business initiatives, so maturity, discretion and sound judgement are essential.

The Details

Salary: $80,000 to $100,000 per annum + superannuation, depending on experience

Location: Molendinar, Gold Coast

Hours: 7:00am – 4:00pm

Roster: Full-time with every second Friday as an RDO

The Opportunity

This role offers significantly more variety and ownership than a traditional Executive Assistant position.

You will work closely with entrepreneurial business owners, have visibility across multiple businesses and projects, and become a trusted person responsible for keeping important administrative and executive matters organised and moving forward.

Must have full Australian working rights.