Team Executive Assistant, Admin Support

Summary

Join our client, a leading Australian recruitment agency, as an integral member of their team. You will oversee and optimize systems like GSuite and LinkedIn, manage accounts payable/receivable, handle HR functions, and act as a backup for team members. A significant portion of your time will be dedicated to inbox management, administrative tasks, and SOP documentation. While client and candidate interaction is minimal, you will interact with vendors for contract negotiations and service delivery. This role requires at least 3 years of experience and proficiency with various tools. Work from home is available.

Requirements

• At least 3 years of experience
• Familiarity or strong proficiency with Seek Talent Search, GSuite, LinkedIn tools, Aircall, and Xero (knowledge of 1-2 tools sufficient)
• Excellent organizational and time management skills
• High level of professionalism and ability to maintain confidentiality
• Strong communication and interpersonal skills, with a customer-focused mindset. Needs to be able to speak to Vendors & Suppliers on the phone
• Tech-savvy and adaptable, with the ability to learn and optimize new tools quickly
• Reliable, proactive, and able to handle multiple priorities with minimal supervision

Responsibilities

• Oversee and optimize systems like GSuite and LinkedIn tools
• Document and maintain SOPs
• Handle accounts payable/receivable and financial reports
• Manage onboarding, employee records, and HR functions
• Act as a backup for team members during absences
• Manage supplier/vendor relationships, including contract negotiations
• Speak to Vendors & Suppliers on the phone
• Manage inbox, administrative work, and SOP documentation (approximately 40–50% of the time)
• Manage email and calls, address urgent queries, and assist with scheduling (minimal client/candidate interaction)
• Interact with vendors to negotiate contracts, ensure timely service delivery, and resolve issues

Preferred Qualifications

• Experience in HR, supplier management, and process development
• Accounting: AR and AP
• Experience in Australian recruitment agencies or professional services firms
• An executive assistant or support person who works for a single operator Recruiter in Australia

Benefits

• Work from home
• Monday to Friday 08:00 am to 5:00 pm Queensland Time