PA & Admin Supervisor (2451-PAAS)

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.

Profile:

• Minimum required academic qualification for the position is HSC.
• Having experience or qualifications in secretarial duties will be considered an advantage.
• Work experience at least 5 years in the construction sector is a plus and in a supervisory position
• Result-Oriented - A proactive approach to achieving targets and ensuring operational excellence.
• Attention to detail - A meticulous mindset to handle multiple tasks with accuracy.
• IT Proficiency - Advanced knowledge of Microsoft Office Suite (Outlook, TEAMS, Word, Excel, PowerPoint).
• Organisational skills -Ability to prioritise and ensure smooth workflows.
• Effective Communication - Strong interpersonal and written communication skills to collaborate with stakeholders at all levels.