REQUIREMENTS

• 3–5 years’ experience in an office administration role, ideally in a professional services environment
• Experience with calendar management, travel arrangements, and expenses
• Skills in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint)
• High level of attention to detail and commitment to quality
• Strong written and verbal communication skills
• Excellent organisational and time management skills, with the ability to manage competing priorities
• Experience supporting billing processes, timesheet submission and month-end activities
• Ability to work both independently and collaboratively as part of a small team
• Professional, service-oriented approach with strong interpersonal skills

THE ROLE

This position provides proactive, high-quality executive and para-professional support to senior leadership within a newly established Australian office of an existing professional services firm. The Practice/Executive Assistant plays a critical role in ensuring operational efficiency, creating a professional and well-functioning office environment, and contributing to high standards of service delivery across the business.
This is a hands-on role suited to someone who thrives in a dynamic, team-oriented environment and brings a continuous improvement mindset to daily operations.
This is a full-time, office-based role (not remote or hybrid) in Flinders Street, Melbourne.

RESPONSIBILITIES

• Provide administrative support to senior leadership, including:
• Complex calendar management
• Travel arrangements and itineraries
• Inbox management and communication follow-up
• Timesheet coordination (daily) and month-end activity support
• Expenses
• Prepare, format, and proofread documents, reports and client presentations to a high standard
• Coordinate conflict checks and compliance documentation
• Track court appointments
• Raise invoices, manage billing processes and follow-up as required
• Partner with the Office Manager regarding internal and client-facing event coordination
• Book client entertaining venues
• Assist with business development activities, including preparation of pitch materials and presentations
• Maintain CRM for Senior Managing Directors and other senior leadership
• Provide front-of-house support including meeting and greeting clients, staff and visitors, managing meeting rooms, preparing refreshments and maintaining presentation standards of meeting spaces.
• Ensure smooth day-to-day running of the office environment, with a hands-on, team-focused approach.
• Ensure compliance with health and safety standards, acting as a point of contact for security and fire safety.
• Liaise with external service providers and building management as needed
• Identify and suggest improvements to existing systems and ways of working
• Continuous learning lens to maximise technology gains in AI and automation ideal
• Build relationships with senior leaders, other senior staff members, and internal corporate functions
• Support broader business operations in Australia, including coordination with colleagues in other offices to ensure consistency and alignment