Office & Operations Coordinator – Executive Administration

RASAK Group; Sydney; On-site; AUD 65,000 - 85,000; Full time

Job summary

RASAK Group in Merrylands is seeking an experienced Office & Operations Coordinator – Executive Administration to support our executive team and streamline office operations. This full-time role involves diary management, scheduling, meeting coordination, travel arrangements, and preparing reports for senior leadership.

You will manage communications, vendor relationships, and confidential records, while collaborating across departments to keep workflows efficient.

Qualifications

• Experience in executive administration or secretarial role within corporate environments.
• Excellent organisational skills with ability to prioritise multiple tasks.
• Outstanding written and verbal communication with professional interpersonal abilities.
• Proficiency in Microsoft Office and familiarity with office management systems.
• Discretion with confidential information and strong attention to detail.

Responsibilities

• Provide administrative support to senior management, including diary management and scheduling.
• Coordinate meetings, handle correspondence and phone communications with discretion.
• Prepare documentation, reports and presentations for executive meetings.
• Manage office operations including supplies, facilities and vendor relationships.
• Arrange travel, accommodation and logistics for executives and team members.
• Maintain confidential records and ensure data protection compliance.
• Coordinate events, conferences and client meetings.
• Facilitate cross-department communication and workflow.
• Organise filing systems and databases; undertake ad-hoc projects as required.

Skills

Organisational skills

Communication

Discretion

Multitasking

Independent work

Education

Secretarial/administrative qualification

Tools

Microsoft Office

CRM systems

Office management systems

Job description

Office & Operations Coordinator – Executive Administration

RASAK Group is seeking an experienced Office & Operations Coordinator – Executive Administration to join our dynamic team at our Merrylands office location. This is a full-time position offering a unique opportunity to be at the heart of our operations, providing essential administrative and secretarial support that keeps our business running efficiently. You will play a crucial role in supporting our executive team and ensuring that our office operations are streamlined, professional, and responsive to business needs.

Key responsibilities

Provide comprehensive administrative support to senior management and executives, including diary management, scheduling, and meeting coordination

Handle incoming correspondence, emails and telephone communications with professionalism and discretion

Prepare and maintain accurate documentation, reports and presentations for executive meetings and stakeholder communications

Manage office operations including supplies, equipment, facilities and vendor relationships

Coordinate travel arrangements, accommodation and logistics for executives and team members

Maintain confidential records and ensure compliance with data protection protocols

Support the organisation of events, conferences and client meetings

Liaise between departments to facilitate effective communication and workflow

Manage filing systems and maintain organised databases and records

Undertake general clerical duties and ad-hoc projects as required to support business objectives

What we're looking for

Proven experience in an executive administration or secretarial role, ideally within a corporate or professional services environment

Excellent organisational skills with the ability to prioritise multiple tasks and manage competing deadlines

Outstanding communication skills, both written and verbal, with strong interpersonal abilities

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and familiarity with office management systems

Discretion and confidentiality, with the ability to handle sensitive information with professionalism

Strong attention to detail and commitment to accuracy in all administrative tasks

Proactive approach with the ability to work independently and as part of a collaborative team

Experience in diary and schedule management, including coordinating across multiple stakeholders

A professional demeanor and polished approach to client and internal stakeholder interactions

Flexibility and adaptability in a fast-paced business environment

Preferred qualifications and experience

Formal secretarial or administrative qualification or certification

Experience supporting C-suite or senior executive teams

Knowledge of office procedures and best practices in operations management

Experience with event planning or coordination

Familiarity with customer relationship management (CRM) systems

What we offer

RASAK Group is committed to creating a supportive and engaging workplace where our team members can thrive. We offer competitive remuneration, a collaborative work environment and opportunities for professional development and growth. We value our employees and foster a culture of respect, inclusivity and recognition. Working with us means being part of an organisation that appreciates your contributions and invests in your career advancement.

About us

RASAK Group is a forward-thinking organisation dedicated to delivering excellence and innovation in our industry. We pride ourselves on our professional values, client-focused approach and commitment to creating a workplace where talented individuals can flourish. With a strong reputation for quality service delivery and operational integrity, we are building a team of skilled professionals who share our vision for success and continuous improvement.