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About the Role

The Executive Assistant & Office Manager provides high-level executive support to the CEO, CFO, General Counsel and Leadership Team while overseeing office operations, internal communications, board support, travel coordination, facilities administration, event management and key administrative processes. This role is critical in ensuring the smooth and efficient operation of the corporate office and supporting effective communication across the business.

Responsibilities

Manage complex calendars and scheduling for the CEO, CFO and General Counsel.
Coordinate meetings, appointments and leadership commitments.
Attend Leadership Team meetings, take minutes and distribute action items.
Provide administrative support to members of the Leadership Team.
Coordinate weekly Leadership Team meeting requirements, including refreshments.
Support confidential and sensitive business matters with discretion and professionalism.
Coordinate and schedule Board meetings on behalf of the General Counsel.
Arrange travel, accommodation and logistics for Board members and executives.
Prepare boardroom facilities and coordinate catering requirements.
Ensure meeting spaces are appropriately prepared before and after Board meetings.
Provide ad hoc support to Board members and company directors.
Oversee daily office operations and maintain a professional workplace environment.
Manage the collection and distribution of incoming and outgoing mail, correspondence and parcels.
Coordinate building access passes, parking allocations and office access requirements.
Liaise with building management, security providers, cleaning contractors and service providers.
Monitor and report maintenance issues, including lighting, air-conditioning and facilities concerns.
Ensure kitchen and communal areas are maintained to a high standard.
Manage office supplies, stationery and consumables procurement.
Develop and distribute internal communications to Head Office and wider business users.
Support communication initiatives that promote engagement and awareness across the organisation.
Coordinate announcements, business updates and operational communications.
Ensure messaging is professional, timely and aligned with company values and objectives.
Raise Purchase Requisitions (PRs) and support invoice processing activities.
Assist with executive and leadership expense management and corporate card reconciliations.
Support Fringe Benefits Tax (FBT) reporting requirements including parking, transport and fuel-related records.
Manage the corporate Uber Business account and provide monthly reporting to the CFO.
Maintain accurate administrative records and reporting documentation.
Coordinate domestic travel arrangements including flights, accommodation and vehicle hire.
Manage travel itineraries for executives and visiting stakeholders.
Ensure travel bookings are cost-effective and aligned with company policies.
Provide travel support and troubleshooting when required.
Plan and coordinate corporate events, celebrations and employee engagement activities.
Manage event budgets, catering, venue bookings and logistics.
Organise initiatives including seasonal celebrations, charitable events and cultural observances.
Support employee engagement and workplace culture initiatives.
Manage office supply orders through approved procurement channels.
Coordinate office uniform orders and supplier relationships.
Liaise with external vendors to ensure timely delivery of goods and services.
Monitor inventory levels and maintain adequate stock for office operations.

Requirements

Previous experience as an Executive Assistant, Office Manager or similar role.
Strong stakeholder management and relationship-building skills.
Excellent verbal and written communication skills.
Exceptional organisation and time-management abilities.
Experience supporting senior executives and leadership teams.
Strong attention to detail and ability to manage multiple priorities.
Advanced Microsoft 365 skills, including Outlook, Word, Excel and Teams.
Demonstrated ability to maintain confidentiality and professionalism.
Experience with internal communications.
Experience in event coordination and facilities management.
Financial administration and expense reconciliation experience.
Experience working with Board or governance functions.

Skills

Relationship Management
Communication Excellence
Organisation and Planning
Problem Solving
Attention to Detail
Initiative and Accountability
Customer Service Focus
Confidentiality and Integrity
Adaptability and Resilience