Personal Assistant / Office Manager

seek.com.au; Sydney; On-site; AUD 70,000 - 100,000; Full time

Job summary

Boutique Private Equity Firm in Sydney's CBD is seeking a highly organised Personal Assistant/Office Manager to support the Managing Partner and run the Sydney office.

This is a varied, hands-on role covering diary management, meeting coordination, document prep, expenses, travel, onboarding and events, with discretion and a proactive approach valued.

Qualifications

• At least two years' experience as a Personal Assistant, Team Assistant or Office Coordinator.
• Proven experience supporting a senior executive's diary.
• Strong MS 365 skills (Outlook, Word, Excel, PowerPoint).
• Excellent organisation and attention to detail.
• Discretion handling confidential matters and Australian driver’s licence.

Responsibilities

• Manage a busy diary for the Managing Partner, scheduling and prioritising meetings.
• Coordinate meetings with portfolio companies, investors, advisers and internal teams.
• Prepare and circulate documents and Board packs ahead of meetings.
• Process monthly expenses accurately and on time.
• Assist with personal appointments, travel and family logistics.
• Drive the Managing Partner's vehicle when required.
• Oversee day-to-day office operations and front-of-house experience.
• Organise quarterly team events from planning and budgeting to delivery.
• Coordinate onboarding/offboarding, IT records and equipment orders.
• Identify opportunities to streamline administration using AI and digital tools.

Skills

Diary management

Executive support

MS 365

Discretion

Travel arrangements

Office coordination

Job description

The Opportunity

An exciting opportunity is available for an enthusiastic and highly organised Personal Assistant/ Office Manager to join a boutique private equity firm in Sydney's CBD.

This is a varied, hands-on position, with approximately half your time supporting a Managing Partner and the remainder coordinating the office, team events, travel, onboarding and general administration.

You will thrive on variety, enjoy helping others and take pride in being the person the entire team can rely on.

Key Responsibilities

• Manage a busy business diary, including scheduling, prioritising and resolving conflicts
• Coordinate meetings with portfolio companies, investors, advisers and internal teams
• Ensure documents and Board packs are prepared and circulated ahead of meetings
• Process monthly expenses accurately and on time
• Assist with personal appointments, family logistics and occasional errands
• Drive the Managing Partner's vehicle when required
• Handle all business and personal matters with complete discretion

Office Coordination

• Oversee the day-to-day running of the Sydney office
• Welcome guests and provide a professional front-of-house experience
• Prepare and reset meeting rooms between appointments
• Coordinate catering, refreshments and coffee orders
• Keep the kitchen and office supplies well stocked
• Liaise with building management, suppliers and service providers
• Organise quarterly team events from planning and budgeting through to delivery

Team Support

• Coordinate onboarding and offboarding activities
• Prepare onboarding presentations and internal announcements
• Arrange desks, equipment, building access and new-starter requirements
• Maintain IT equipment records and order replacements when required
• Support travel arrangements and ad hoc team requests
• Identify opportunities to simplify administration using AI and digital tools

About You

• At least two years' experience as a Personal Assistant, Team Assistant or Office Coordinator
• Proven experience managing a busy senior executive's diary
• Strong Microsoft 365 skills, particularly Outlook, Word, Excel and PowerPoint
• Excellent organisation and attention to detail
• The ability to manage competing priorities calmly and efficiently
• Clear and professional written and verbal communication
• Complete discretion when handling confidential and personal matters
• A current, unrestricted Australian driver's licence
• Full Australian working rights

Experience within private equity, investment management, financial services or professional services would highly regarded

If you are a proactive and people-focused coordinator looking for a broad role within a highly regarded investment firm, we would love to hear from you.