Personal Assistant

Hugo Personnel Pty; Melbourne; On-site; AUD 85,000 - 105,000; Full time

Benefits offered by this job

Free parking

Monthly RDOs

Free coffee & snacks

Learning & development

Modern offices

Purpose-driven organisation

Job summary

Hugo Personnel Pty is seeking an experienced EA/Senior Administrator to support the COO in a dynamic health and research organisation. This role offers a clear path from senior administration into an EA position, with involvement in high-level coordination, travel planning, and executive communications.

You will manage calendars, coordinate meetings and prepare briefing documents, while collaborating with executives and external stakeholders.

Qualifications

• Experience in a Senior Administration, Team Coordinator or PA role.
• Experience coordinating diaries, meetings or senior stakeholders.
• Advanced MS Office and systems skills.
• Excellent stakeholder management and relationship building.
• Ability to juggle multiple priorities in a changing environment.
• Proactive approach with initiative to learn and grow.

Responsibilities

• Manage COO's diary, calendar and inbox.
• Coordinate meetings, agendas, papers, minutes and follow-up actions.
• Prepare presentations, reports and executive briefing documents.
• Coordinate travel and itineraries domestically and internationally.
• Manage correspondence and communications.
• Coordinate document approvals; liaise with Executives, Board members, clients and external stakeholders.
• Support office and team administration, onboarding and supplier coordination.
• Assist with facilities and other office administration duties.
• Maintain filing and document management systems.
• Anticipate COO needs and proactively solve problems.

Skills

Senior Administration

Team Coordinator

PA

Tools

MS Office

Job description

Are you an experienced PA/Senior Administrator/Team Coordinator ready to take the next step in your career and move into an Executive Assistant role?

• Work for a highly regarded organisation within the health and research sector
• Exciting opportunity to take the next step from Senior Administration into an EA role
• Varied traditional role supporting a COO with the opportunity to gain valuable C-Suite exposure
• Attractive salary package on offer
• Camberwell location - free car parking and close to public transport
• Monday - Friday, 8.00 - 4.30pm
• RDO'S every month
• Free coffee, fruit and snacks!
• Lots of learning & development opportunities
• Purpose-driven organisation making a genuine difference to healthier communities
• Modern offices with a supportive & collaborative culture

The Company

There is an exciting opportunity for a self-motivated and experienced Administration professional to join a highly regarded organisation operating within the health and research sector. Renowned for its commitment to innovation and excellence, the organisation plays a key role in delivering projects that make a meaningful impact on people's lives. This position is based at their head office in Camberwell, conveniently located close to public transport, with car parking available on site.

The Role

This fantastic opportunity is a step up for someone who already has strong administration and coordination experience and is ready to take on more responsibility and work closely with senior Executives and develop their career as an EA.

Your main responsibility will be to provide executive administration support to the COO while also assisting with broader team coordination and other business activities. With ongoing support, you will bring your strong organisational skills and initiative to perform the following:

• Manage the COO's diary, calendar and inbox
• Coordinate meetings, agendas, papers, minutes and follow-up actions
• Prepare presentations, reports and executive briefing documents
• Coordinate domestic and international travel, accommodation and itineraries
• Manage correspondence and communications
• Coordinate document approvals and executionLiaise with Executives, Board members, clients and external stakeholders
• Support office and team administration, including onboarding and supplier coordination
• Assist with building, facilities and other office administration duties
• Maintain effective filing and document management systems
• Anticipate the COO’s needs, use your initiative and proactively solve problems

What will you need to succeed?

• Proven experience in a Senior Administration, Team Coordinator or PA role
• Experience coordinating diaries, meetings, events, projects or senior stakeholders
• Advanced MS Office and systems skills
• Excellent stakeholder management skills and the ability to build trusted relationships
• Ability to juggle multiple priorities and be agile in an ever-changing environment
• A proactive, can-do approach with the confidence to use your initiative
• Most importantly, the drive, desire and enthusiasm to learn, grow and take the next step in your EA career!