Senior Administration Assistant

A.I.R Recruitment; Newcastle; On-site; AUD 80,000 - 90,000; Full time

Benefits offered by this job

$80k-$90k base + super

Full-time permanent role

Opportunities for growth in a growing,

Leadership exposure with Founder/Senio

Job summary

A.I.R Recruitment is seeking a Senior Administration Assistant to join their fast-growing team in Newcastle, NSW. You will work closely with the Founder and senior leadership to keep operations running smoothly, handling high-level admin, documentation, diary management and cross-functional support.

This role offers a base salary of $80k–$90k plus super, in a full-time permanent position. You will be an all-rounder, coordinating with management and enabling growth across the business in a

Qualifications

• Minimum 3 years experience in a similar role.
• Proven ability to build effective relationships with employees, clients and other stakeholders.
• Advanced computer skills with MS Office; Xero experience is highly favourable.
• Comfortable using AI tools to streamline routine tasks.

Responsibilities

• Work closely with CEO and CFO to manage admin, docs and diary tasks.
• Support Business Development with customer contracts, onboarding and terminations.
• Coordinate travel, accommodation and itineraries for management and sales teams.
• Prepare agendas, minutes and follow up actions to ensure outcomes.
• Assist with policy documents, Excel sheets, presentations and correspondence.
• Utilise AI tools to improve efficiency in line with policy.
• Assist accounts team with AP/AR and invoicing.
• Coordinate team events and office supplies.

Skills

Relationship building

Stakeholder management

Fast-paced work

Tools

MS Office Suite

Xero

AI tooling (ChatGPT/Claude)

Job description

• Exciting and rare opportunity to help build and shape the future of the next stage of an already successful company
• The opportunity to work closely with the Founder, Senior Leadership team and specialists in their field.
• Opportunity to join a company experiencing growth creating potential exciting future opportunities

• $80k-$90k base + super
• Full-time permanent role
• Exciting and rare opportunity to help build and shape the future of the next stage of an already successful company
• The opportunity to work closely with the Founder, Senior Leadership team and specialists in their field.
• Opportunity to join a company experiencing growth creating potential exciting future opportunities

Our client is a market-leading provider of innovative solutions. Having established a strong reputation for excellence and innovation, they have experienced exceptional growth across Australia and continue to strengthen their position as an industry leader.

As they embark on an exciting new phase of expansion, a rare opportunity has arisen for an experienced Senior Administration Assistant to play a pivotal role in their team.

You’ll join a dynamic and fast-paced team where no two days are the same! Working closely with senior leadership, you’ll play a pivotal role in keeping operations running smoothly by providing high-level administrative support across a variety of functions. From preparing professional documentation and coordinating meetings to managing travel arrangements, overseeing busy diaries, and assisting with basic accounts administration, you’ll be at the heart of the business.

This is a fantastic opportunity for a proactive and organised professional who thrives on variety, enjoys being an "all-rounder," and loves taking ownership of diverse responsibilities in a collaborative environment

Role

• Work closely with the CEO and CFO to assist with general administration, documentation preparation and diary management.
• Support Business Development Managers with customer contract administration, client onboarding documentation and customer termination process.
• Manage accommodation and travel arrangements for management and sales teams across the business including preparing clear itineraries, manage changes and disruptions as they arise.
• Prepare agendas, meeting minutes and follow up on actions to ensure outcomes are achieved.
• Assist with preparation of policy and procedures, various powerpoint presentations, excel documents and correspondence.
• Use AI tools provided to streamline routine tasks, draft documents and maximise efficiency in line with company policy.
• Assist the accounts team with processing accounts payable, accounts receivables and generating invoices.
• Coordinate functions and team events
• Arrange office/kitchen supplies and uniforms

What we’re looking for:

• Minimum 3 years experience in a similar role
• Proven ability to build effective relationships with employees, clients and other stakeholders
• Advanced computer skills including keyboard speed and accuracy as well as in-depth knowledge of MS Office Suite. Experience with Xero highly favourable.
• Comfortable using AI ChatGPT, Claude and automation.
• Comprehensive knowledge of executive office administrative practices and procedures
• Proven strengths in high attention to detail and an ability to work in a fast-paced environment, under pressure
• Coordination and facilitation of meetings
• Strong diary management for multiple stakeholders
• Energy, drive and a can-do attitude
• Strong work ethic
• Highly organised with experience managing multiple tasks/projects
• Critical thinking and problem solving skills
• Ability to work autonomously and manage your time
• Ability to work in a team environment to ensure deadlines are met
• Current drivers licence

Benefits:

• $80k-$90k base + super
• Full-time permanent role
• Exciting and rare opportunity to help build and shape the future of the next stage of an already successful company
• The opportunity to work closely with the Founder, Senior Leadership team and specialists in their field.
• Opportunity to join a company experiencing growth creating potential exciting future opportunities