Job Title
Personal Assistant & Office Assistant, Australia
Job Description
The Role
The personal assistant will provide administration assistance to SMT members. Duties to include, diary management, expense management, event management and supporting with any travel bookings along with ad hoc admin requests.
Along with PA responsibilities the role will also provide office assistance and will be the first point of contact for all office related queries. The role holder will also be responsible for a range of general administrative services to ensure the smooth day-to-day running of the office. The role holder will support Facilities and Health and Safety management activities. In addition, the role will also be responsible for managing a number of staff events and supporting the Event Manager planning and executing a number of internal and external events.
Office assistant duties to include:
- Front of house duties, including answering telephone calls, greeting visitors upon arrival to the office, managing post and organising all couriers and deliveries.
- Expense reconciliation support for SMT
- Supporting the Event Manager with the planning and coordination of internal and client events
- Providing adhoc admin support to Management team and wider teams to include PowerPoint presentations, printing, Directors Desk uploads and agenda planning
- Liaising with office suppliers (including cleaners, florists, coffee machines, utilities, building management)
- Ensuring adequate stationery and staff room is well maintained (including snacks, fruit and milk deliveries)
- Issuing security passes and managing the logbook
- Working with building management to coordinate contractors and visitors
- Provide admin support to IT and HR team for onboarding and offboarding staff
- Supporting the Office Manager across a variety of adhoc tasks
- Organising catering for small and large events including weekly stock take for office snacks and sourcing local restaurants for a weekly staff lunch
- SME for online meeting room and desk booking system
- Booking all office international and domestic travel requirements in accordance with our travel policy
Event support and administration
- Provide support to Event Manager for both internal and external events, duties to include; conference registrations, travel bookings, ticket purchasing and adhoc admin tasks
- Sourcing and booking restaurants for client entertainment
- Supporting staff social activities, tracking attendance, and working with local venue suppliers
- Proving admin support across a number of DEI and ESG related tasks
- Organising team offsites and activity based events
Personal assistant to SMT
- Diary management to include organising/maintaining diaries and making appointments with internal and external stakeholders. Ensuring no meeting clashes across the diary, ensure adequate travel time is included for external meetings.
- Regular weekly catch up meetings with relevant SMT members to go through diary coordination
- Providing admin support across team meetings, setting up agendas and pack distribution
- Providing support on PowerPoint
- Arranging travel requirements, both domestic and international
- Organising external dinners and lunches
- Monthly expense management
HR support – Workplace health and safety:
- Identification and implementation of risk assessments maintenance of accurate records and systems and review of documents and procedure
- Ensuring that good housekeeping standards are maintained and maintenance of effective WHS systems
- Arranging for WHS systems and documentation to be audited by the external consultant on a regular basis
- Arranging WHS training for new staff and refresher courses for existing Fire wardens and First Aiders
- Designated first aider and fire warden
- Support HR with any learning and development sessions and events
Qualifications & Experience
- Minimum 2 year’s experience as a Personal Assistant or Executive Assistant supporting senior leadership.
- Skilled in diary management, travel arrangements, and expense processing.
- Experience managing office operations, including vendor coordination and budget oversight.
- Ability to organise internal and external meetings, conferences, and recurring events.
- Excellent verbal and written communication skills.
- Ability to interact professionally with internal and external stakeholders.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with office management systems and procedures.
- Strong attention to detail and ability to prioritize tasks effectively.
- High level of confidentiality and integrity when handling sensitive information.
- Proactive approach essential. Ability to anticipate needs, identify potential issues early and resolve without waiting for direction.
Working For Pacific Life Re
Every person in our global team is valued for the unique qualities they bring to our business and we seek to build their expertise and support their individual ambitions at every step. Of course, we take our work seriously and we know our team can operate under great pressure. We work hard and thrive on achievement, but we also know how to have fun and relax too. We regularly host a range of team building days to strengthen our team's connection with each other and reflect on their successes.
Providing employees with a healthy work-life balance is very important to our culture. We have a wide range of employee benefits and we host regular social activities and well being initiatives. We are also committed to supporting our employee's involvement in their communities, by actively fundraising, hosting charity events and overseeing volunteering opportunities.
Benefits
Leave
Healthcare
The Company’s Group Salary Continuance Insurance (SCI)/Income Protection (IP) provides you with a continued salary, through monthly Benefit payments, in order to protect your standard of living should you be unable to work due to long term illness, injury or partial/total disability
Wellness
Subsidized gym membership
Access to Employee Assistance Program
Time off for volunteering
Charitable matching of employee donations
As part of our commitment to diversity and inclusion, we will provide reasonable adjustments during the recruitment process to ensure equal access to applicants with disabilities. Please contact us about your needs so that we can discuss these with you to make sure that suitable adjustments are made, where possible.
Pacific Life Re Values
Please click here to view our company values