Executive Assistant/ Office Coordinator

A leading professional services organisation in Brisbane CBD is seeking an Executive Assistant and Office Services Coordinator to deliver exceptional support to its Partners and ensure a welcoming, efficient workplace for employees and clients. This full-time, permanent position offers the opportunity to play a pivotal role in shaping the office experience, providing high-level executive assistance across multiple Australian offices, and acting as the first point of contact for the Brisbane location. You will thrive in a dynamic environment where your organisational skills, attention to detail, and commitment to excellence are valued every day.

What you'll do:

• Provide complex diary management support for multiple leadership team members by scheduling and rearranging meetings across various time zones with multiple participants.
• Reschedule meetings at short notice and communicate changes efficiently to all relevant parties including leadership teams and external stakeholders.
• Prepare necessary paperwork and materials for meetings to ensure all participants are well-equipped ahead of time.
• Coordinate domestic and international travel arrangements including flights, accommodation, ground transfers, visas, and business material preparation with flexibility for last-minute changes.
• Deliver a high-quality front-of-house experience by managing reception operations, meeting room bookings, visitor enquiries, security/access passes, and maintaining a professional environment.
• Ensure the office is consistently clean, organised, fully stocked, client-ready, and compliant with health and safety standards including kitchen/breakout areas.
• Manage office supplies inventory such as stationery, kitchen items, wellness products; process invoices according to budget guidelines; coordinate mail and courier services.
• Liaise with Building Management and vendors to oversee maintenance, repairs, cleaning schedules, tenancy matters ensuring smooth office operations.
• Provide administrative support by maintaining intranet pages and Office Procedure Manual; organise catering and logistics for meetings/functions; coordinate office events and employee engagement initiatives.
• Act as Brisbane Office Safety Lead serving as Chief Fire Warden and First Aid Officer; coordinate fire drills/safety procedures; support ad hoc administrative tasks as required.

What you bring:

• Previous relevant experience ideally gained within a professional services environment where you have demonstrated reliability in executive support roles.
• Administrative qualifications are desirable but not mandatory if you possess proven expertise in similar positions.
• Advanced proficiency with Microsoft Outlook alongside strong internet research capabilities enabling efficient calendar management.
• Intermediate skills in Word, Excel, PowerPoint allowing you to prepare documents/presentations accurately.
• Exceptional communication skills that enable you to interact warmly with colleagues at all levels while handling sensitive information responsibly.
• Ability to work flexibly within a team environment showing enthusiasm for communal goals and supporting others when needed.
• Proactive approach towards completing tasks efficiently without constant supervision demonstrating dependability.
• Strong organisational abilities allowing you to multitask logically/methodically prioritising competing demands effectively.
• Accuracy/attention-to-detail combined with robust administrative skills ensuring all tasks are completed thoroughly.
• Capacity to remain composed under pressure maintaining a positive attitude even during demanding situations.

Aboriginal and Torres Strait Islander Peoples are encouraged to apply.
To apply please click apply or call Madeline Wyld on 61 7 3032 2213 for a confidential discussion.