In-Demand Administrative assistant Jobs in Mooroolbark Vic

Executive Assistant to CEO & Executives
ANCA Pty Ltd —Bayswater North VIC
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
- Employee assistance program
14d
Office Administrator/Junior Bookkeeper
Kimberley Products —Dandenong VIC
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
Administrative Assistant
Eastern Health —Ringwood East VIC
- Part-time
- Microsoft Excel
- Customer service
- Microsoft Office
- Health insurance
- Employee assistance program
Administrative Clerk
Eastern Health —Box Hill VIC
- Part-time
- Microsoft Excel
- Customer service
- Data entry
- Health insurance
- Employee assistance program
Administration Assistant (Casual)
Executive Personal Concierge —Camberwell VIC
- $35 - $40 an hour
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- On-the-job training
Quick Apply
10d
Administration Assistant / All Rounder
Recips Electrical —Nunawading VIC
- $53,000 - $70,000 a year
- Full-time
- Microsoft Word
- Microsoft Excel
- Microsoft Office
Quick Apply
6d
Office Administrator »
MFS Engineering —Camberwell South VIC
- $90,000 a year
- Management
- Office
- Microsoft Office
Personal Assistant / Office Assistant - Casual
Executive Personal Concierge —Camberwell VIC
- $35 - $40 an hour
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
Quick Apply
Administrator
Austin Health —Heidelberg VIC
- Part-time
- Customer service
- Administrative experience
- Health insurance
- Annual leave
1d
Administrative Assistant – First Nations Health Research
La Trobe University —Bundoora VIC
- From $68,093 a year
- Part-time
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Outlook
8d
Warehouse/Admin Assistant – Freight & Operations
Asset Plant & Machinery Australia-NZ Pty Ltd —Dandenong VIC
- $60,000 - $65,000 a year
- Full-time
- Microsoft Excel
- Warehouse
- In-person
- Employee discount
Quick Apply
11d
Office Administrator - Mandarin Speaking Adv
ICare Property —Box Hill VIC
- $50,000 - $60,000 a year
- Full-time
- Sales
- Microsoft Office
- Administrative experience
Quick Apply
Executive Assistant
KOR Equipment Solutions —Mulgrave VIC
- Full-time
- Microsoft Office
- Administrative experience
- In-person
- Free parking
- Parental leave
Quick Apply
4d
Executive Assistant - People Partnering & Services
CSIRO —Melbourne VIC
- $100,000 - $113,000 a year
- Part-time
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
4d
Executive Assistant
Monash University —Clayton VIC
- $110,527 - $121,227 a year
- Full-time
- Hybrid work
- Management
- Administrative experience
1d
Executive Assistant to the General Manager Customer and Corporate
City of Darebin —Darebin VIC
- Communication skills
- Time management
4d
Executive Assistant to EGM - Quality & Care Excellence
Regis Aged Care —Camberwell VIC
- Hybrid work
- Writing skills
- Parental leave
14d

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Executive Assistant to CEO & Executives

ANCA Pty Ltd -
Bayswater North VIC

Apply Now

Job Details

14 days ago

Benefits

Employee assistance program

Qualifications

Microsoft Powerpoint
Microsoft Word
Microsoft Excel
Microsoft Outlook
Management
Microsoft Office
Calendar management
Front desk
Communication skills

Full Job Description

About the Role:

We are currently seeking an Executive Assistant to the CEO to join our team located in our Bayswater Head Office.

To provide high level, confidential executive support to the CEO or Executive (e.g. CEO, CFO, or other senior executive), enabling them to focus on strategic priorities, while also managing ANCA's reception function to ensure a professional first impression for all visitors, clients, and staff.

This position combines senior executive assistant duties with leadership of the reception team, ensuring the CEO/Executive's office runs smoothly and that reception is always covered, well-trained, and reflective of ANCA's professional standards.

Key Responsibilities:

Health & Safety

Ensure the working environment is safe at all times and that activities conducted are safe and don't harm self or other employees
Maintain Safety compliance with the relevant legislation and regulations for safe working practices and functional compliance
Eliminate risks in the working environment by conducting housekeeping, conducting risk assessments and working with the line manager to eliminate or at least mitigate the hazards
Report incidents such as near misses, accident or equipment damage using the reporting system
Report incidents of any form of harassment, bullying or adverse behaviours
Report any perceptions of deterioration in or concerns about the mental and emotional wellbeing of others
Observe all Health and Safety instructions (including wearing all prescribed PPE) at all times

Executive & Calendar Support

Manage the CEO's diary, appointments, and travel arrangements, proactively resolving scheduling conflicts and prioritising competing demands
Coordinate domestic and international travel itineraries, visas, and accommodation, ensuring cost-effective and efficient arrangements
Act as the first point of contact for the CEO, screening and prioritising correspondence, calls, and requests with sound judgement and discretion
Draft, proofread, and format correspondence, presentations, reports, and other documents on behalf of the CEO
Process the CEO's expenses, invoices, and other administrative requirements in a timely and accurate manner
Anticipate the CEO's needs and proactively manage competing priorities to maximise the CEO's time for strategic and high-value activities

Board & Meeting Coordination

Coordinate Board and Executive Leadership Team meetings, including agenda preparation, collation of papers, minute-taking, and follow-up on action items
Own and maintain the executive action and commitment tracking system, ensuring actions and commitments arising from Board, Executive Leadership Team, and stakeholder meetings are logged, monitored, and progressed to completion
Ensure Board and Executive Leadership Team papers are accurate, complete, and distributed according to agreed timetables
Support the CEO in preparing materials for Board and stakeholder meetings, including presentations and briefing notes
Develop briefing packs as required for meetings and travel, ensuring the CEO/Executive has the information, materials, and logistics needed to be fully prepared
Coordinate meeting room bookings, catering, and technology/AV requirements for Executive and Board meetings

Stakeholder & Event Management

Liaise professionally and confidentially with senior executives, Board members, customers, and external partners on behalf of the CEO
Build effective working relationships across the business to facilitate smooth communication and information flow to and from the CEO's office
Work closely with teams across ANCA's global regions to support the CEO/Executive's engagement, scheduling, and information flow across different time zones and business units
Assist with the coordination of special projects and initiatives as directed by the CEO
Support the planning and execution of company events, executive offsites, and stakeholder functions
Assist with the coordination of VIP visitors, ensuring a professional and seamless experience from arrival through to departure

Reception Management

Manage and roster the two Receptionists to ensure reception is always covered during business hours, including planning for leave, absences, and peak periods
Ensure Receptionists are properly trained, onboarded, and supported to deliver a professional and welcoming first impression to all visitors, clients, and staff
Set clear expectations and monitor the performance of the Receptionists, providing coaching, feedback, and day-to-day guidance
Ensure Receptionists correctly manage incoming calls, greet and direct visitors, and follow sign-in/security procedures
Ensure incoming and outgoing mail, couriers, and deliveries are coordinated effectively by the reception team
Ensure front-of-house and boardroom areas are maintained and presented to a professional standard at all times
Oversee meeting room and boardroom bookings for the wider business, ensuring the reception team resolves scheduling conflicts appropriately
Ensure office and kitchen supplies are ordered and managed by the reception team, liaising with vendors as required
Escalate and coordinate building and facilities-related matters raised by the reception team to the appropriate area of the business

Confidentiality & Compliance

Manage sensitive and confidential information relating to the business, its people, and its strategy with the utmost discretion
Ensure compliance with ANCA's policies and procedures in the handling of confidential and Board-related material
Maintain accurate records and filing systems for the CEO's office in accordance with ANCA's document retention practices

Other

- Model ANCA behaviour always, ensuring the Vision, Mission and Values are embedded throughout areas of control

Required Skills & Knowledge:

Qualifications:

Relevant tertiary qualification in Business Administration or a related field is desirable but not essential.

Skills and Experience:

Essential
- Proven experience (typically 5+ years) as an Executive Assistant supporting C-suite or senior executive roles
- Demonstrated experience leading or managing a small team, ideally including reception or front-of-house staff
- Exceptional organisational and time-management skills, with the ability to manage multiple priorities under pressure
- Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar/travel management tools
- Excellent written and verbal communication skills, with strong attention to detail
- Demonstrated ability to maintain strict confidentiality and exercise sound judgement in sensitive situations
- Ability to work autonomously, anticipate needs, and take initiative in a fast-paced environment
Desirable
- Experience coordinating Board or senior leadership meetings, including minute-taking
- Demonstrated people management skills, including coaching, rostering, and performance oversight of a small team
- Exceptional verbal and written communication skills
- Able to meet deadlines and organise work priorities for self and the team
- Demonstrate a flexible and “can do” attitude
- Collaborative working relationship
Other requirements:
- High level of professionalism, discretion, and integrity
- Calm, adaptable, and resilient under pressure and amid changing priorities
- Strong interpersonal skills with the ability to build trust and rapport at all levels of the organisation
- A proactive, solutions-focused approach to problem-solving
- Comfortable balancing high-level executive support with hands-on front-of-house and administrative duties
- Flexibility to accommodate occasional out-of-hours availability, including travel, as required by the demands of the role

Benefits:

Flexible working arrangements.
Career development opportunities available.
Opportunity to work across many varied projects.
Employee Assistance Program – for employees and immediate family.
Employee bonus schemes.

Why ANCA?

At ANCA, we strive to foster an environment that encourages creativity, innovation, and teamwork. We do more than just make machine tools; we are constantly pushing the boundaries of what is possible and provide our team the freedom to do this, whilst having a lot of fun along the way.

We welcome people from different backgrounds, cultures, and ways of thinking. We value people with a taste for problem-solving, an entrepreneurial mindset and a collaborative approach. Whilst our work has its challenges, we are a supportive team that helps develop our people to create the next generation of technology.

It is our values and our people that set us apart and shape our reputation as one of the world leaders in our field.

If you’re ready to be challenged to be the best you can be – ANCA is the place for you. Apply Now.

DISCLAIMER - By submitting an application for this position, applicants acknowledge that in accordance with the Defence Act 1903 (as amended by the SAMS legislation), certain individuals are required to obtain a Foreign Work Authorisation (FWA) prior to commencing employment with ANCA. Successful applicants who fall into the categories specified by the Act must have a valid FWA in force or obtain one before being eligible to commence employment at ANCA.

Apply Now

Refine Your Search

administrative assistant jobs in mooroolbark vic

Executive Assistant to CEO & Executives

Office Administrator/Junior Bookkeeper

Administrative Assistant

Administrative Clerk

Administration Assistant (Casual)

Administration Assistant / All Rounder

Office Administrator »

Personal Assistant / Office Assistant - Casual

Administrator

Administrative Assistant – First Nations Health Research

Warehouse/Admin Assistant – Freight & Operations

Office Administrator - Mandarin Speaking Adv

Executive Assistant

Executive Assistant - People Partnering & Services

Executive Assistant

Executive Assistant to the General Manager Customer and Corporate

Executive Assistant to EGM - Quality & Care Excellence

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