Personal Assistant

ADVANCE LOGISTICS PTY LTD; Brisbane; On-site; AUD 80,000 - 95,000; Full time

Job summary

Advance Logistics Pty Ltd in Brisbane is seeking a proactive Personal Assistant to the CEO/Managing Director. The role focuses on executive support, financial administration, payroll, onboarding, and calendar management to ensure smooth operations across the group.

The ideal candidate will have at least 3 years of corporate PA experience, strong communication skills, and a reliable, discreet approach to handling sensitive information within a fast-paced logistics environment.

Qualifications

• Minimum 3-years full-time relevant experience as a Personal Assistant to Director or CEO.
• Ability to handle sensitive business, financial, employee and management information with discretion and professionalism.
• Strong Organisational Skills, Time Management and Work Prioritisation.
• Excellent Written and Verbal Communication and Stakeholder Management.
• Adaptability and Multitasking, Problem Solving and Decision-Making ability.
• Cross-Cultural and Offshore Team Coordination, Accountability and Ownership.
• Compliance and Deadline Management.

Responsibilities

• Monitor group performance, analyse operational costs and profitability, prepare management reports.
• Oversee customer billing and financial administration, verify rates and reconcile records.
• Coordinate payroll administration, onboarding and internal procedures.
• Provide executive assistance to the CEO, manage confidential records and correspondence.
• Manage calendars, meetings, travel, agendas and minutes.

Skills

Executive support

Calendar management

Financial administration

Written communication

Cross-functional coordination

Job description

Advance Logistics Pty Ltd is a subsidiary company of Boss Global Logistics is a prominent, Australian-owned transport and logistics management provider headquartered in Berrinba, Queensland. Operating as a pivotal business unit within the Boske Group. Advance Logistics Pty Ltd the company provides comprehensive, end-to-end supply chain solutions, freight forwarding, and commercial distribution networks. This strategic alignment within the broader corporate group allows the organization to combine shared executive oversight with a highly diversified service capability, catering to local enterprises and complex national supply chains alike.

The combined operations of the group centre heavily on regional and metropolitan road freight, local cartage, and specialized appliance logistics. Backed by a newly unified, state-of-the-art head office and freight hub in Brisbane, the network features robust depot infrastructures strategically positioned to service Greater Brisbane, Gladstone, Caboolture, and Toowoomba. By coordinating resources across both Boss Global Logistics and Advance Logistics Pty Ltd, the group utilizes advanced transport management systems and an agile corporate fleet to maintain seamless freight movement, strict regulatory safety compliance, and efficient short-haul distribution networks.

The growth of the Company over the decade has seen it established, as a significant participant in the logistics industry in Australia.

Our strategy for growth into the future is strong and exceeds the plans of much larger organisations.

We are currently on the lookout for passionate, friendly, strong candidate to support the team to provide the world class professional service that we are famous for!

Here is what you can expect to be doing day to day when you join our fun, friendly & inclusive team!

Job Description

• Work closely with the CEO / Managing Director to monitor group business performance, analyse operational costs and profitability, prepare management reports, and provide relevant information to support business planning and decision-making.
• Oversee customer billing and related financial administration, ensuring the accuracy of customer accounts, verification of applicable rates, reconciliation of billing records, and timely preparation of financial reports.
• Coordinate the processing of transport subcontractor invoices for Advance Logistics, ensuring accurate allocation of working hours, verification of chargeable services, and timely customer invoicing within weekly reporting deadlines.
• Coordinate payroll administration, employee onboarding and induction, and the implementation of internal procedures in accordance with customer requirements, ensuring accurate payroll processing and timely salary payments.
• Provide high-level executive assistance to the CEO / Managing Director by managing confidential business records, preparing correspondence and reports, handling telephone enquiries, and maintaining accurate documentation with discretion and professionalism.
• Manage executive calendars, appointments, meetings and travel arrangements, prepare meeting agendas and minutes, monitor follow-up actions, and coordinate with relevant stakeholders to support the effective execution of management priorities.
• Oversee day-to-day secretarial and administrative activities, including correspondence management, document control, recordkeeping and office coordination, while supervising secretarial and clerical staff to maintain efficient administrative operations.
• Facilitate communication between the CEO / Managing Director, Branch Managers and other relevant personnel by communicating management directives, coordinating operational matters, monitoring follow-up actions and supporting consistency across business divisions.
• Coordinate offshore back-office administration and financial processing, oversee data-entry and recordkeeping activities, and liaise with the Australian Executive Manager – Operations / Finance / Procurement to verify data accuracy and ensure alignment with applicable Australian accounting practices.
• Assist the CEO / Managing Director with the oversight of financial reporting and tax compliance for offshore business divisions by coordinating the preparation and maintenance of financial records, monitoring reporting deadlines, and facilitating compliance with applicable statutory and government requirements.

What we need…

• Minimum 3-years full-time relevant experience as a Personal Assistant to Director or CEO in a corporate role.
• Ability to handle sensitive business, financial, employee and management information with discretion and professionalism and reliability
• Strong Organisational Skills, Time Management and Work Prioritisation
• Excellent Written and Verbal Communication and Stakeholder Management
• Attention to Detail and Accuracy, Proactive Approach and Initiative
• Excellent Written and Verbal Communication, organisation skills
• Adaptability and Multitasking, Problem Solving, Decision-Making ability
• Cross-Cultural and Offshore Team Coordination, Accountability and Ownership
• Compliance and Deadline Management, Reporting

The employer will offer:

A full-time contract onannual salary between $ 80,000 - $ 95,000 depending on skills and experience in addition, thecompulsory super contribution as applicable.