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  Provide high-level executive and personal assistant support to the Director.
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  Manage and respond to the Director's emails, escalating where required.
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  Coordinate diary management, meetings, travel arrangements, and calendars.
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  Act on behalf of the Director when communicating with clients and candidates.
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  Support business initiatives, projects, and ad hoc requirements.
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  Coordinate team one-on-ones and monthly meetings.

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  Respond to daily emails and manage inbox communications
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  Answer incoming calls and manage enquiries
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  Coordinate day-to-day office operations and administrative functions
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  Manage SharePoint and filing systems ensuring accuracy, compliance and organisation
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  Maintain company documents, templates, and records
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  Coordinate office supplies, IT equipment, maintenance and facilities
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  Liaise with IT support, suppliers, legal providers, and external stakeholders
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  Manage business insurances, registrations, and subscriptions
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  Support compliance updates and document amendments
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  Ensure all communications align with company branding and Tone of Voice
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  Assist in maintaining a paperless office environment
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  Recruitment & Candidate Coordination
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  Manage job postings across SEEK, Indeed, LinkedIn and website platforms
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  Prepare job folders for Recruitment Team online and create job records in Vincere ATS
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  Monitor candidate applications and distribute to consultants
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  Research and resource candidates for recruitment consultants on LinkedIn for open jobs
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  Coordinate interviews between clients and candidates
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  Communicate with clients and candidates throughout the recruitment process
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  Prepare proposals, recruitment agreements and candidate documentation
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  Trigger and manage reference checks through Referoo and survey processes
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  Maintain accurate records in Vincere and SharePoint

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  Assist with in-house marketing campaigns and initiatives
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  Prepare and distribute branded documents, proposals, and marketing collateral
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  Support job ad creation and content development
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  Coordinate with external copywriters, designers, and marketing providers
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  Contribute to brand consistency and presentation across all materials
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  Post website job updates, EDM’s (e-newsletters) and LinkedIn content

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  Coordinate invoicing requests with accounts/bookkeeper
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  Email accounts with invoicing requirements and documentation
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  Manage invoice records, receipts, and expense tracking (e.g. via Xero/HubDoc)
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  Assist with recruitment consultant billing tracking and reporting
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  Liaise with bookkeeper to manage financial documentation
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  Business Operations & Projects
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  Support preparation of tenders, RFQs, and proposal submissions
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  Assist with business documentation updates, agreements, and compliance changes
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  Coordinate internal projects and process improvements
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  Assist with strategic initiatives and business planning activities
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  Contribute to improving systems, workflows, and efficiencies
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  Maintain records of billings and business performance tracking
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  Maintain high level service satisfaction within the team, candidates, clients and external service providers and account managers (i.e. Seek, Referoo, LinkedIn).

Requirements

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  Has previous experience in administration, recruitment coordination, executive support, or a similar role.
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  Highly organised with the ability to manage multiple priorities and deadlines in a fast-paced environment.
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  Demonstrates strong initiative, a proactive approach, and the ability to solve problems independently.
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  Has excellent written and verbal communication skills and can build strong relationships with internal and external stakeholders.
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  Has strong attention to detail and takes pride in delivering accurate, high-quality work.
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  Is tech-savvy and confident using multiple systems, including ATS, CRM, Microsoft Office, and SharePoint.
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  Has experience supporting recruitment activities, including interview coordination, candidate communication, and database management.
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  Is adaptable, reliable, and comfortable working across administration, recruitment, marketing, and business operations.
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  Maintains a professional, solutions-focused approach and takes ownership of tasks from start to finish.
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  Is committed to delivering an exceptional experience for candidates, clients, and colleagues.

Benefits

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  HMO, dental, and life insurance for you and one free dependent from day one, with the option to add more.
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  Uncapped placement incentives.
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  Ongoing training and upskilling opportunities.
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  Paid leaves including birthday, vacation, medical, and maternity, with up to 6 vacation days convertible to cash on your anniversary.
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  Employee engagement activities such as year-end party, family day, team building, and more.