Executive Assistant and Office Administrator (Part-Time)

Job Description

The Future of Geospatial in UK Water - Download the whitepaper

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Open roles

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Executive Assistant and Office Administrator (Part-Time)

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About the ROLE

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• Sydney 25 hours/week
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• Permanent Part-time - hours spread across 4–5 days per week
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We are seeking a highly organised and proactive Executive Assistant & Office Administrator to support the CEO and ensure the smooth day-to-day operation of the nxzen offices. The role covers executive support, diary and travel management, meeting coordination, office management and general administration. You will play a key role in keeping priorities on track and supporting the effective operation of the wider business.

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Responsibilites

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Key responsibilities for the role include:

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• Provide day-to-day executive support to the CEO, including diary management, correspondence, meeting coordination and general administration.
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• Coordinate travel, accommodation and itineraries for the CEO and other staff as required.
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• Organise meetings, including agendas, supporting materials, note-taking and follow-up of actions.
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• Liaise with senior leaders, clients and external stakeholders on behalf of the CEO, and prepare presentations, reports and communications as required.
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• Manage day-to-day office operations across all offices, including visitors, security access, stationery, deliveries and supplies.
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• Coordinate facilities and service providers, including building management, cleaners and contractors.
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• Plan and coordinate corporate events, leadership meetings and other business functions.
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• Maintain office systems and records, improve administrative processes, and support WHS activities including office inspections, hazard reporting and maintaining a safe workplace.
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• Support employee onboarding and inductions, including IT equipment, workstation setup, office access, key processes, systems and company information.
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• Maintain confidentiality when handling sensitive information and undertake other reasonable administrative duties or projects as directed by the CEO, Head of Operations and Head of People & Culture.
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The candidate

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About YOU

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• 3+ years' experience in an Executive Assistant, Personal Assistant, Office Administrator or similar role, with experience supporting senior executives.
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• Strong organisational, administrative and time-management skills, with excellent attention to detail and the ability to manage competing priorities.
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• Excellent written and verbal communication skills and strong Microsoft Office capability.
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• Professional, reliable and proactive, with the ability to work independently and show initiative.
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• High level of discretion and professionalism when handling confidential information.
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