Personal Assistant

Rashi Joshi; Mildura; On-site; AUD 52,000 - 68,000; Full time

Job summary

Rashi Joshi is seeking an experienced Personal Assistant / Office Administrator to provide high-level executive support to the Managing Director while ensuring the smooth day-to-day operation of the office. This role combines executive support with office administration in a fast-paced environment.

Based in Swan Hill, you will manage the MD’s diary, coordinate travel and meetings, handle data in Total Synergy, and support process improvements across the business while maintaining confidentiality

Qualifications

• Proven experience in PA/EA or Office Administrator roles.
• Exceptional organisational and time-management skills.
• Proactive, self-motivated approach with ability to anticipate needs.
• High attention to detail and accuracy.
• Advanced Microsoft Office, Excel and cloud-based document systems.

Responsibilities

• Provide high-level executive support to the Managing Director.
• Manage diary, meetings, travel, and deadlines.
• Oversee day-to-day office operations and supplier relationships.
• Maintain project and client data in Total Synergy.
• Support policy updates and document control.
• Assist with invoicing, POs and basic financial admin.

Skills

Executive support

Office administration

MS Office

Excel

Time management

Discretion

Tools

Total Synergy

Job description

Personal Assistant to Managing Director / Office Administrator

Location: Swan Hill, Victoria

Employment Type: Temporary, ongoing

About the role

An opportunity has become available for an experienced Personal Assistant / Office Administrator to provide high‑level executive support to the Managing Director while ensuring the smooth day‑to‑day operation of the office. This is a varied and trusted role suited to someone who thrives in a fast‑paced professional environment, enjoys working across both executive support and office administration, and takes pride in being the “go‑to” person who keeps everything running efficiently.

Key responsibilities

Executive support

• Providing high‑level administrative and organisational support to the Managing Director


• Proactively managing the Managing Director’s diary, meetings, appointments, and deadlines


• Coordinating travel, accommodation, and logistics as required


• Preparing and formatting correspondence, reports, and presentations


• Acting as a key point of contact for internal and external stakeholders


• Supporting ad hoc projects and tasks as required


• Scheduling and coordination

Office administration and operations

• Overseeing the day‑to‑day running of the office


• Managing office supplies, equipment, and vendor relationships


• Supporting onboarding processes, including workspace setup and documentation


• Providing general administrative support across the business as required

Data management and systems

• Maintaining accurate project and client data within Total Synergy


• Supporting data entry, document uploads, and general system administration


• Ensuring data integrity and consistency across internal systems

Policies, procedures and document control

• Maintaining and updating internal policies, procedures, and administrative documentation


• Ensuring documents are current, accessible, and compliant


• Assisting with internal reviews or audit preparation when required

Financial and expense administration

• Managing and reconciling the Managing Director’s expenses


• Assisting with basic financial administration such as invoice tracking and purchase orders


• Liaising with finance staff to ensure timely processing

Health, Safety and Environment

• Complying with workplace health and safety protocols


• Assisting with risk assessments and Safe Work Method Statements, as required


• Participating in training and safety briefings

About you

• Proven experience in a Personal Assistant, Executive Assistant, or Office Administrator role


• Exceptional organisational and time‑management skills


• A proactive, self‑motivated approach with the ability to anticipate needs


• High attention to detail and accuracy


• Strong discretion and professionalism when handling confidential information


• Advanced skills in Microsoft Office, Excel, and cloud‑based document systems


• Strong interpersonal skills and the ability to build relationships at all levels


• Flexibility and adaptability to changing priorities

What’s on offer

• Swan Hill location with immediate start available


• Temporary ongoing opportunity


• A professional and collaborative environment


• A varied and trusted role supporting senior leadership