Office Manager / Executive Assistant

seek.com.au; Gold Coast City; On-site; AUD 80,000 - 100,000; Full time

Benefits offered by this job

Superannuation

On-site role

Job summary

Gold Coast | Private Business Group is seeking an experienced Office Manager / Executive Assistant to provide high-level business administration and executive support on the Gold Coast.

This role combines office management, administrative duties, and executive assistance across multiple entities, offering variety and opportunity to contribute across directors' operations.

Qualifications

• Experience as Office Manager or EA or Senior Administrator
• Ability to manage multiple priorities across businesses
• Strong organisation and communication skills
• Discretion handling confidential information

Responsibilities

• Coordinate insurance renewals, policy updates and claims across entities
• Manage NDAs, documentation, filing and record keeping
• Oversee facilities, utilities, and service providers
• Coordinate equipment purchases and asset management
• Provide executive support including calendars, meetings and reports
• Liaise with suppliers and external stakeholders
• Prepare documents and assist with new business initiatives

Skills

Office Management

Executive Support

Multi-entity coordination

MS Office

Tools

MS Office

Document control

Job description

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

• Strong Microsoft Office skills

• 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.

If you are someone who enjoys variety, responsibility and making things happen behind the scenes, we'd like to hear from you.

Must have full Australian working rights.