Services Executive Assistant: Office Ops & Client Support

Gilbert Tobin; City of Melbourne; On-site; AUD 70,000 - 95,000; Full time

Benefits offered by this job

Additional annual leave

Subsidised gym membership

Exclusive discounts

Regular team gatherings

Monthly Friday drinks

Birthday celebrations

Dinners

Job summary

Gilbert + Tobin in Melbourne is seeking a full-time Services Executive Assistant to join the Services team. This dual role combines Executive Assistant duties with customer service and operational support, coordinating day-to-day operations and assisting the Services Manager.

You’ll manage diaries, handle correspondence, support front-of-house tasks, and help run meetings and firm events, ensuring high standards of presentation and client service.

Qualifications

• Experience as an assistant or administrator in a corporate environment.
• Excellent organisational and time management skills.
• Proactive, hands-on attitude and willingness to help across tasks.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and adaptability to new systems.
• High attention to detail and ability to maintain a polished environment.
• Collaborative mindset and ability to work across teams.

Responsibilities

• Provide administrative and coordination support to the Services team and act as a float EA to various practice groups.
• Manage diaries, correspondence and documentation for assigned partners or teams.
• Help manage daily office operations, including mailroom and facilities functions.
• Oversee setup and smooth running of meeting rooms and firm events.
• Assist with front-of-house duties and ensure service requests are actioned promptly.
• Support WHS initiatives, including incident reporting and safety compliance.
• Contribute to process improvements and team projects.
• Perform customer service and front-of-house tasks as part of the dual role.

Skills

Administrative experience

Organisational skills

Time management

Proactive attitude

Communication skills

MS Office

Attention to detail

Team collaboration

Customer service

Tools

Microsoft Office Suite

Job description

Gilbert + Tobin in Melbourne is seeking a full-time Services Executive Assistant to join the Services team. This dual role combines Executive Assistant duties with customer service and operational support, coordinating day-to-day operations and assisting the Services Manager.

You’ll manage diaries, handle correspondence, support front-of-house tasks, and help run meetings and firm events, ensuring high standards of presentation and client service.