Personal Assistant Office Coordinator

Personal Assistant / Office Coordinator Brisbane based

Objective:

We are seeking a talented and organized PA/Office Coordinator to ensure the seamless operation of our clients Brisbane office and to provide dedicated support to the General Manager. This role requires managing both office coordination and personal assistant duties within a fastpaced environment.

Responsibilities:

Personal Assistant Duties:

• Maintain the GMs appointment schedule by planning and scheduling meetings conferences travel and accommodation.
• Summarize calendar activities and ensure confirmation and accuracy.
• Coordinate social and client events.
• Welcome guests and customers manage inquiries and arrange catering.
• Maximize the Executives time by managing correspondence drafting documents and initiating communications.
• Track and respond to daily actions from stakeholders and meetings.
• Screen calls letters and emails to prioritize and manage communications.
• Manage expense approvals and communication with Csuite related items.
• Assist with document management including signatures proofreading editing and formatting.
• Take meeting minutes as required.
• Handle car services and work car bookings.
• Perform errands and online purchasing as needed.

Office Coordinator Duties:

• Ensure operation of equipment by completing preventive maintenance and managing repairs.
• Maintain office supplies inventory and manage orders and receipts.
• Coordinate cleaning catering and parking services.
• Organize security building access and general administrative services.
• Manage space allocation within buildings and oversee building maintenance activities.
• Research and select suppliers maintain relationships and negotiate contracts.
• Delegate adhoc duties to Office Assistants as required.
• Manage company car fleet including insurance registration renewals and service bookings.
• Develop and implement new administrative processes.
• Plan and oversee office moves and fit outs nationwide.
• Coordinate internal social and corporate events.
• Organize strategy sessions across business verticals and manage their rollout.

Competencies:

• Building Strategic Working Relationships: Develop and use collaborative relationships to achieve work goals.
• Quality Orientation: Accomplish tasks with attention to detail and accuracy.
• Gaining Commitment: Use interpersonal styles to gain acceptance of ideas or plans.
• Decision Making: Identify key issues and develop appropriate solutions.
• Communication: Convey information clearly to engage and inform the audience.

Knowledge and Experience:

• Previous Executive or Personal Assistant experience is essential.
• Excellent verbal and written communication skills.
• Ability to develop realistic action plans and prioritize tasks.
• Strong analytical skills and attention to detail.
• Demonstrated problemsolving skills and resultsdriven attitude.