Job Description

overview

Our client is seeking to recruit a dynamic, detail-oriented, and IT-proficient PA & Admin Supervisor. In this role, the PA & Admin Supervisor will manage the Managing Director's schedule, enhance office efficiency, and ensure smooth communication within the management team.

Responsibilities:

Executive Support
Screen and manage incoming telephone calls, ensuring priority matters are promptly addressed.
Handle email and diary management for the Managing Director, optimising schedules for efficiency.
Organise and schedule meetings, appointments, and video conferences using Microsoft Outlook and TEAMS.
Ensure timely execution of documents requiring the Managing Director's signature.

Office Administration
Oversee office facilities for the Montebello team to maintain a professional and productive environment.
Supervise and coordinate daily planning for drivers, ensuring smooth operations.
Manage incoming courier services and distribute parcels/documents efficiently.
Keep the internal directory updated for seamless communication.
Maintain a structured online filing system and manage document records effectively.

Communication and Meeting Coordination
Prepare agendas, take minutes, and follow up on actions for OH&S committee and other departmental meetings.
Create and enhance PowerPoint presentations for internal and external purposes.
Facilitate travel arrangements, including overseas flights and hotel bookings.

Event Management
Assist in planning and organising ad hoc events.
Actively participate as a member of the Welfare Committee, contributing to initiatives that enhance employee well-being, engagement, and morale.