Office Manager & Executive Assistant
Perth, Western Australia, Australia
Full Time
Administrative
Experienced
Position Summary
The Office Manager provides leadership to the administrative staff in the Perth office ensuring the services necessary to support a global organization are maintained. Supervisory and mentoring skills are essential to developing the small team.
As Executive Assistant to the MD Australia and Chief Investment Officer, excellent professional skills will be required to meet leaderships needs including support for their respective teams. Responsibilities will include email and calendar management, travel coordination, and support for day-to-day activities.
Essential Job Functions
Office Manager
Currently the role requires supervision of the receptionist. Supervisory responsibilities may expand or contract as the office needs require.
Key Relationships
No travel requirements
The Office Manager provides leadership to the administrative staff in the Perth office ensuring the services necessary to support a global organization are maintained. Supervisory and mentoring skills are essential to developing the small team.
As Executive Assistant to the MD Australia and Chief Investment Officer, excellent professional skills will be required to meet leaderships needs including support for their respective teams. Responsibilities will include email and calendar management, travel coordination, and support for day-to-day activities.
Essential Job Functions
Office Manager
- Supervise other members of the administrative staff including reception, IT, accounting, and other assistants with regards to the day-to-day running of the office.
- Set goals and performance expectations for direct reports including the receptionist. Conduct performance reviews periodically as required.
- Coordinate the authorization of commercial and legal documents related to the Perth and Melbourne offices.
- Support the Legal department in relation to building and property insurance, and leasing arrangements.
- Monitor and authorize the payment of office suppliers.
- Be familiar with the office lease agreements with respect to obligations and rights and maintain a constructive relationship with the office tenant manager.
- Supervise general purchasing, including office and kitchen supplies, business cards, food and beverages, and other necessary items.
- Maintain access card logbook.
- Supervise credit card accounts and access.
- Fire warden duties.
- Arrange and coordinate functions such as Christmas and cocktail parties.
- Assist with onboarding new recruits into the office.
- From time to time, support the international relocation of secondees to and from the Perth office.
- Coordinate domestic and overseas travel including conference attendance, visas, accommodation, and transport. Occasionally respond to international travel disruptions that arise to ensure staff can continue their trip with minimal disruptions. This can occur outside of office hours.
- Support senior executives with email management ensuring high discretion.
- Arrange in-person and virtual meetings for RCF employees with international executives, investors, foreign government representatives, consultants, and potential portfolio companies.
- Update and maintain contact information within the e-front contact database.
- Act as the first point of contact for external stakeholders, screening calls and redirecting them as needed.
- Generate monthly expenditure reports for the managers and respective team members, in support of the accounts department and respecting deadlines.
- Anticipate board and investment responsibilities, ensuring thorough planning and document review in advance.
- Ensure all outgoing correspondence, reports, and presentations conform to RCFM’s standards.
- From time to time, rotate coverage of the receptionist duties with other team members.
- Perform other duties as required.
Currently the role requires supervision of the receptionist. Supervisory responsibilities may expand or contract as the office needs require.
Key Relationships
- Perth and Melbourne office staff
- Company Secretary
- Global Executive Assistants & Office Assistants
- External Clients and Suppliers
- Must have successfully completed a high school degree.
- 15+ years office work experience preferred.
- Worked constructively in small teams in support of an international organization
- Embodiment of company values: passion, discipline, integrity, respect, and teamwork.
- Must be flexible and determined to interpret/understand vague and implicit instructions and react positively in dynamic work situations.
- Must be able to make effective decisions in manager’s absence.
- Proven experience in office management and executive assistant roles.
- Excellent communication, organizational, and multitasking skills.
- Proficiency in Microsoft Office Suite.
- Ability to maintain confidentiality and handle sensitive information.
- Flexibility, initiative, and the ability to work under pressure.
No travel requirements
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