Office & Administrative Assistant

JobPurpose

The Office & Administrative Assistant provides hands-on administrative and secretarial support to ensure the smooth day-to-day running of the office, including practical office administration, meeting and visitor preparation, document organisation and support to the Directors.

KeyResponsibilities

Daily Office Administration

Ensure the office is organised and prepared for daily operations and anticipate routine administratve needs.

Maintain office supplies, stationery and consumables and coordinate orders, deliveries, couriers and mail.

Assist with common office areas and practical day-to-day requests.

Coordinate routine maintenance, repairs, vendor visits and service appointments.

Meeting and Visitor Support

Prepare meeting rooms, materials, refreshments, catering and stationery as required.

Receive and assist visitors and support practical arrangements for meetings and company events.

Ensure meeting rooms remain organised and ready for use.

Secretarialand Document Support

Print, scan, copy, collate, bind and organise documents.

Maintain organised physical and electronic filing systems.

Prepare document packs and materials for meetings, review and signature.

Assist with legal, corporate and transaction documents, including execution copies and filing of signed documents.

Coordinate couriers, deliveries and administrative trackers as required.

Provide administrative support to external lawyers and professional advisers where required.

The role does not involve providing legal advice or undertaking independent legal review.

Support to Directors

Provide practical administrative and secretarial support to Directors.

Assist with scheduling, meetings, travel and accommodation arrangements.

Prepare itineraries, correspondence, documents and other materials as required.

Assist with ad hoc administrative arrangements and requests.

GeneralAdministrative Support

Support the Office Manager with office administration, records, company events and internal activities.

Carry out other reasonable administrative and secretarial duties as assigned.

Qualifications and Experience

Diploma, certificate or equivalent qualification in Business Administration, Secretarial Studies or a related discipline preferred.

Minimum 2 years' experience as an administrative assistant, office secretary, receptionist, executive assistant or similar.

Office administration and document management experience preferred; senior management, confidential document or legal/corporate documentation experience is advantageous.

Strong organisational, administrative and communication skills with good attention to detail.

Practical, professional and discreet, with the ability to manage multiple routine tasks efficiently.

Proficient in Microsoft Office, including Word, Excel and Outlook.

Personal Attributes

Highly organised, proactive, reliable and hands-on, with a positive, service-oriented approach and willingness to assist across a range of office tasks.

ReportingLine

Reports to the Office Manager and provides support to the Directors and other employees as required.