Description:
At SEC Newgate, our people are what set us apart and are at the heart of our success. We create an environment that stimulates and rewards our people, where staff are supported to contribute ideas and embrace opportunities to achieve their personal goals.
We look for people who are curious, self-motivated and collaborative. If you are like-minded and are motivated by working with a talented team on issues that matter, read below for what’s on offer.
Overview
Our Melbourne team is recruiting an Administrative Assistant to support office operations, the wider team and some of the Melbourne based partners. This is a full-time office-based role, making an important contribution to our internal culture, welcoming clients and visitors to the office and providing executive support.
Our ideal candidate will have a solid background in administration, with experience providing executive support being highly regarded. The successful candidate will be highly organised and proactive with the ability to manage competing deadlines.
Responsibilities
Office Administration Support
- Conducting reception duties in a courteous, efficient and professional manner
- Greeting clients and visitors daily and ensure they are signed in correctly and their needs are tended to
- Answering all calls that come through, including from the other SEC Newgate offices when cover is required
- Assisting with day to day running and maintenance of the office (liaising with building management, suppliers & contractors as required)
- Manage meeting room bookings, meet and greet all visitors to the office, ensure that meeting rooms are set up in advance of meetings and cleared and cleaned following
- Coordinating meetings including organising catering, and relevant documentation where required
- Booking and managing couriers
- Ordering of weekly groceries and stationery supplies
- Kitchen maintenance (stocking fridge, emptying dishwasher etc.)
- Ensure the general office space, including the kitchen, is kept neat and tidy
- Organising internal staff birthday events and managing staff anniversaries
- Providing ad hoc administrative support to the wider team including word-processing documents, photocopying, filing, printing, binding, processing incoming and outgoing mail and IT troubleshooting
- Assist with events, as required
- Organise and coordinate travel and accommodation requirements
- Assist with the set-up for new starters, including general induction, ordering business cards/stationery, training in workplace systems such as timesheet reporting and remote IT arrangements
- Other ad hoc administrative support as required
Executive Support (job share)
- Email management and diary management – coordinating and scheduling internal and external meetings
- Task management – work collaboratively to get tasks done
- Complete timesheets and review time coded against projects
- Meeting preparation – preparing papers and materials for meetings, note taking, minutes
- Manage travel and accommodation arrangements
- Expense reconciliation – prepare monthly expense and CC reports, collate receipts
Key Skills and Attributes
- 2+ years’ experience in an administrative/executive support role
- Professional presentation
- Ability to demonstrate initiative and enthusiasm
- Strong focus on client service
- Ability to interact at all levels within the firm
- Proactive – happy to go above and beyond the job description
- Ability to work autonomously and as part of a team
- Strong organisational skills, ability to prioritise tasks and meet deadlines
- Strong communication (verbal and written) and interpersonal skills
- High level of attention to detail and accuracy
- An interest in design and formatting documents to help make us shine
- Intermediate MS Office skills ideally including Outlook, Word, Excel, PowerPoint and MS Teams
Why SEC Newgate?
- We want people to thrive. We believe our people should be in the driver’s seat of their growth but within a supportive environment. We take a holistic approach to deliver better outcomes for our clients.
- We work on stuff that matters. We are proud to work on complex projects and issues that make a material difference to our clients and communities. This provides a stimulating and motivating environment to grow and contribute.
- We can be flexible on how we get there but not on delivering excellence. We support a flexible work environment that gives our people opportunities to work under different arrangements. This is a joint decision with a focus on what’s needed to deliver exceptional client outcomes whilst balancing personal needs and preferences
- We aim to think and act beyond ourselves. We strive to improve ESG outcomes for our clients and ourselves, focusing on inclusion, diversity and sustainability.
- Connection is at the heart of our culture. We connect daily, encourage constructive and active contributions to ideas and discussions, and want to encourage genuine collaboration to deliver better outcomes for our clients. Our culture embraces a philosophy of ‘one firm firm’.
- We’re good people to work with. Our staff and our clients tell us that they enjoy working with us. We believe that providing a nurturing and supportive environment and sharing a passion for what we can achieve, are important parts of our success.
- We relish being ‘Glocal’. We enjoy the strength of a global vision and network co-created with a local flavour. We are empowered to shape our future and opportunities within the Australian business, whilst embracing the benefits of a global organisation
Are we a match?
If you like the sound of what you’ve read, and feel you can contribute to our awesome team, please apply!
SEC Newgate is proud to be an equal opportunities employer. We strongly encourage applications from all qualified candidates including Aboriginal and Torres Strait Islander people, people from diverse cultural and religious backgrounds, people with disabilities and people from any gender identity or sexual orientation.