About Our Client
Our client is a leading Australian-owned financial services company that has experienced remarkable growth over the past decade. Starting as a small operation, they have expanded exponentially and now serve hundreds of thousands of customers nationwide. This organisation is recognised as one of the highest-rated companies in their sector and has received numerous industry awards for their innovative approach. They are a fast-paced, entrepreneurial environment where decisions are made quickly, innovation is embraced, and exceptional people are empowered to do their best work.

The Opportunity
We are seeking a highly organised and proactive Executive Assistant & Office Coordinator to join this dynamic team. This is a critical dual role that ensures smooth operations while fostering productivity, collaboration, and a vibrant workplace culture.

You will provide direct executive support to the CEO and Executive Team, bringing structure, clarity, and coordination to their schedules, tasks and priorities. Additionally, you'll take full ownership of office operations, ensuring the workplace remains well-stocked, safe, organised, and running seamlessly.
This is not a reactive position. Success comes from being proactive, planning ahead, and systematising every element of executive support and office management. You'll thrive on organisation, precision, and follow-through while maintaining the highest level of confidentiality and discretion.

Please note: Due to the hands-on nature of this role, you will be required to work from the office daily, with limited remote work flexibility except for exceptional circumstances.

Key Responsibilities:

• Manage complex calendars using digital tools, coordinate meetings, block focus time, and maintain executive dashboards
• Draft correspondence, manage key email follow-ups, and communicate professionally with stakeholders including legal and financial partners
• Create structured agendas, take live notes, manage recordings and transcriptions, and ensure action items are tracked and completed
• Prepare comprehensive travel itineraries, coordinate all logistics, and maintain detailed travel documentation
• Liaise with building management, coordinate cleaning and maintenance services, and manage inventory of office supplies
• Coordinate all logistics including venues, catering, entertainment, transportation, and accommodation for major events

• Proven experience in Executive Assistant, Office Manager, or PA Support roles
• Strong expertise in workplace operations, facilities coordination, and executive support
• Proficiency in productivity tools including calendar management, document collaboration, and project management platforms
• Experience with vendor management, event coordination, and travel logistics
• Exceptional organisational skills with a systems-driven approach

• Highly organised with forward-thinking capabilities
• Solutions-oriented with a proactive, can-do attitude
• Professional, personable, and approachable with strong internal customer service focus
• Comfortable balancing strategic priorities with operational tasks
• Brings positive energy to workplace culture

• Professional development
• Modern workspace
• Recognition programs
• Community impact
• Daily coffee, office pets, and celebration of team achievements
• Competitive salary package