Total 65 Junior Executive level Administrative / Clerical job vacancies in sydney corporate

We are seeking a highly organized and proactive Personal Assistant to support our CEO with both business and personal tasks. The ideal candidate will have exceptional attention to detail, excellent communication skills, and the ability to manage various tasks with discretion and efficiency. This role requires a dedicated individual who is comfortable handling a range of responsibilities, from personal errands to liaising with high-level professionals.

Key Responsibilities:

• Coordinating travel arrangement, including flights, accommodations and ground transportations for business trips.
• Providing end-to-end support in sourcing and securing property, negotiating optimal lease terms, and overseeing all related property management tasks.
• Handling expense reports, bill payments, and petty cash.
• Handling confidential information with discretion and maintaining file systems.
• Managing any dietary requirements or meal planning. Coordinate daily meal schedules, including placing orders and arranging reservations as needed.
• Handling personal tasks such as arranging dry cleaning, laundry, grocery shopping, gift purchase and run other errands as required.
• Assisting with special projects, tracking progress, and coordinating with relevant teams to ensure deadlines are met and following up with stakeholders as needed.
• Being available in case of emergencies or last-minute needs, providing real-time assistance when required.

• Bachelor's degree in business administration or a related field.
• 2+ years of experience as a personal assistant or in a similar role supporting senior executives.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills, with proficiency in both English and Mandarin.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to work independently, prioritize tasks, and manage multiple deadlines.
• High level of discretion and ability to handle confidential information.
• Proactive and solution-oriented mindset with a keen attention to detail.

• Celebrate your tenure with us! Receive generous milestone anniversary gifts that grow with each year of service.
• Prioritize your well-being! Access our Flexible Spending Account (FSA) for various health and wellness needs.
• Invest in your growth! Access annual training opportunities tailored to your role.

• Assist with responding and attending general queries from the team and supporting in administrative tasks
• Document formatting, when required
• Manage meeting room bookings
• Event management for quarterly team events
• Sit at reception and make sure all meeting rooms are functional
• Answering and diverting client calls to appropriate persons
• Ordering & topping up stationery & office supplies for each level
• Maintaining a clean office space – emptying the dishwasher, maintaining coffee machine etc.
• Organizing and preparing catering & drinks for in-house events (e.g. birthday month, town hall, Vivid etc.)
• Logging all office maintenance jobs with the building manager
• Programming security passes for new starters and interstate visitors
• Receiving and sorting mail & packages
• Meeting & greeting clients as first point of contact
• Meeting room preparation - Setting up/Packing down meeting rooms for events
• Booking local, interstate & overseas couriers and sending mail
• Allocating & maintaining lockers for staff use on both levels
• Other adhoc tasks

Put your attention to detail and eye for formatting into place whilst supporting a dynamic team of agents in one of our high perfroming agency departments. You will provide daily administrative support plus assist with the coordination of department sales and marketing initiatives.

Based in our Sydney CBD office and reporting to a National Director, this is a fantastic opportunity to utilise your background in property, strong administration and organisation skills in this autonomous role. 

Some of your key responsibilities will include:

• Proofing and formatting of property reports, submissions and other client documentation using InDesign.
• Processing various invoices.
• Generating and coordinating the collation of weekly reports.
• Coordinating client meetings and functions.
• Liaising with and following up on client enquiries.

• Great opportunity for a proactive, experienced Personal assistant to provide professional support to management within a financial services organisation
• 9-month fixed term contract with potential to extend
• Sydney CBD location offering hybrid flexibility

OUR COMPANY

Founded in 1998 by John Williams, Lumina recognised the gap in the market and began offering specialist outsourced financial management services. For more than 25 years, Lumina has been the finance team of choice for financial services organisations, public and private enterprise, family offices and foreign owned subsidiaries in Australia. With a talented team of over 50 astute and qualified accountants, bookkeepers and support staff fully based in Australia, we operate within a highly secure control environment, using the latest in technology to deliver seamless six-star service with agility and precision.

Lumina offers a unique opportunity to work in a leading accountancy firm providing outsourced finance services based in the Sydney CBD.

THE OPPORTUNITY

We are seeking a professional, proactive Personal Assistant to join our business. This is a role for someone who is eager to apply their existing skill set by supporting management with a wide range of administrative support duties. By providing on-going administrative support to the partner and wider team, you will be a highly valued member of the business.

Reporting to the Partner of Lumina the Personal Assistant plays a vital role within the business, also providing professional support to the Head of finance, outsourcing directors and technical teams with a range of administrative and professional services to Lumina clients.

Key responsibilities:

• Assisting the partner with all diary management, ensuring the use of priotisiation, organisation and strong proactiveness.
• Ensure all meetings, appointments and travel arrangements are scheduled efficiently and accurately.
• Scheduling and monitoring the partners weekly, monthly and quarterly check in’s, cross referencing with the team’s tracker to provide visibility.
• Assistance and support to the outsourcing team, supporting with the scheduling of annual performance reviews.

Financial

• Assisting with all aspects of billing and client debtor management.
• Assisting team members to enable good budget performance and Identify cost savings where appropriate.
• Assistance with drafting and lodgement of tax documents to the ATO and the ASIC.
• Compiling of company statements, drafting of solvency resolutions, finalising for review and client signatures.
• Compilation of income tax returns for client signatures when required.

HR related tasks

• Organising and scheduling of necessary training courses across the wider team, ensuring all training sessions are accounted for and informed of.
• Maintenance of Partner leave calendar ensuring all is communicated with necessary management.
• Request client employee background checks when required.

Client relationship

• Maintaining clear, professional and respectful communications with clients.
• Ensuring full confidentiality throughout all transactions within this role.

Personal

• Ability work within a high volume and fast paced environment, managing conflicting schedules.
• Delivery of a high standard of work within specified deadlines, and management of competing deadlines.
• Develop strong working relationships with team members; based on integrity and professionalism.
• Always maintaining high professional standards of behaviour, enthusiasm, flexibility and resourcefulness.
• Excellent written and verbal communication skills.
• Timely identification of potential issues.
• Ability to utilise office systems and resources to complete tasks efficiently.

Lumina values

• Excellence in everything
• Integrity is our value
• Luminary in finance
• Great vibes
• Respect for all
• Professional excellence

WHAT YOU NEED TO SUCCEED

• Demonstrated commitment to professionalism, integrity and open communication.
• Intuition to deliver work on time and to a consistently high standard.
• Ability to perform as an effective member of a team.
• Contribute to maintenance of excellent client relations: generate positive client feedback and zero negative feedback.
• Strong interpersonal skills, bubbly and enthusiastic

YOUR EXPERIENCE

• Strong experience in a Personal Assistant role supporting at Partner level.
• Strong skill set with all Microsoft suit- Excel, word, PowerPoint.
• Exposure to financial services industry is preferred but not required.

HOW TO JOIN US

You may apply using your LinkedIn profile, however, we would love to know more. Therefore, we welcome the inclusion of a CV and/or attached a cover letter. For further information, please contact our Internal talent acquisition Chloe at [email protected]

No Agencies.