Job description
Personal Assistant to Managing Director / Office Administrator
Location: Swan Hill, Victoria
Employment Type: Temporary, ongoing
About the role
An opportunity has become available for an experienced Personal Assistant / Office Administrator to provide high‑level executive support to the Managing Director while ensuring the smooth day‑to‑day operation of the office.
This is a varied and trusted role suited to someone who thrives in a fast‑paced professional environment, enjoys working across both executive support and office administration, and takes pride in being the “go‑to” person who keeps everything running efficiently.
Key responsibilities
Reporting directly to the Managing Director, your responsibilities will include:
Executive support
- Providing high‑level administrative and organisational support to the Managing Director
- Proactively managing the Managing Director’s diary, meetings, appointments, and deadlines
- Coordinating travel, accommodation, and logistics as required
- Preparing and formatting correspondence, reports, and presentations
- Acting as a key point of contact for internal and external stakeholders
- Supporting ad hoc projects and tasks as required
Scheduling and coordination
- Coordinating internal meetings, project briefings, and company events
- Preparing meeting agendas, taking minutes, and tracking action items
- Managing meeting room bookings, resources, and external appointments
- Assisting with staff scheduling in collaboration with operational teams
- Ensuring clear communication of schedules and changes across the business
Office administration and operations
- Overseeing the day‑to‑day running of the office
- Managing office supplies, equipment, and vendor relationships
- Supporting onboarding processes, including workspace setup and documentation
- Providing general administrative support across the business as required
Data management and systems
- Maintaining accurate project and client data within Total Synergy
- Supporting data entry, document uploads, and general system administration
- Ensuring data integrity and consistency across internal systems
Policies, procedures and document control
- Maintaining and updating internal policies, procedures, and administrative documentation
- Ensuring documents are current, accessible, and compliant
- Assisting with internal reviews or audit preparation when required
Financial and expense administration
- Managing and reconciling the Managing Director’s expenses
- Assisting with basic financial administration such as invoice tracking and purchase orders
- Liaising with finance staff to ensure timely processing
Health, Safety and Environment
- Complying with workplace health and safety protocols
- Assisting with risk assessments and Safe Work Method Statements, as required
- Participating in training and safety briefings
About you
To be successful in this role, you will demonstrate:
- Proven experience in a Personal Assistant, Executive Assistant, or Office Administrator role
- Exceptional organisational and time‑management skills
- A proactive, self-motivated approach with the ability to anticipate needs
- High attention to detail and accuracy
- Strong discretion and professionalism when handling confidential information
- Advanced skills in Microsoft Office, Excel, and cloud‑based document systems
- Strong interpersonal skills and the ability to build relationships at all levels
- Flexibility and adaptability to changing priorities
What’s on offer
Swan Hill location with immediate start available
Temporary ongoing opportunity
A professional and collaborative environment
A varied and trusted role supporting senior leadership
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
LHS 297508 #3005835 - Harry Hartley
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