Office Manager / Personal Assistant (Maitland)

Role Overview

We are looking for a highly organised, proactive and trustworthy Office Manager / Personal Assistant to keep the office running smoothly while providing high-level administrative and personal support.

This is a hands-on role for someone who notices what needs doing, takes ownership and follows things through to completion. You will be responsible for the day-to-day running of the office, while also managing the diary, communications, travel and administrative priorities of the individual you support.

The successful candidate will be discreet, dependable, commercially aware and comfortable operating with a high degree of autonomy.

Key Responsibilities

Office Management

• Keep the office running efficiently and ensure that nothing slips through the cracks — from suppliers and stationery to general office requirements.
• Manage suppliers and procurement, including obtaining quotes, raising purchase orders, coordinating deliveries and monitoring the office budget.
• Follow up on late deliveries, incorrect orders or supplier issues and ensure they are resolved promptly.
• Provide administrative and bookkeeping support, including processing invoices and expenses, maintaining records and keeping filing systems accurate and up to date.
• Ensure financial and administrative records are organised and ready to hand over to the bookkeeper or accountant.
• Manage front-of-house responsibilities, including welcoming visitors, handling couriers, answering the main telephone line and maintaining a professional head-office environment.
• Coordinate office systems and equipment, including phones, laptops, software subscriptions and the internet connection.
• Manage the relationship with external IT support and ensure technology issues are followed up and resolved.
• Maintain people administration, including leave records, onboarding packs and documentation for new starters.
• Maintain organised office and HR files and ensure records are kept current.
• Coordinate basic workplace health, safety and compliance requirements and ensure that routine actions are completed.

Personal Assistant

• Take ownership of the diary and calendar, booking meetings, managing priorities and protecting focus time.
• Identify and prevent diary clashes before they happen.
• Manage and screen incoming emails and communications, ensuring important matters are prioritised and nothing falls through the cracks.
• Draft correspondence and responses where appropriate.
• Arrange and coordinate travel, including flights, accommodation, ground transport and detailed itineraries.
• Manage logistics for store visits and travel across the country.
• Track outstanding actions and follow up with people on behalf of the individual you support to ensure commitments are delivered.
• Prepare for meetings by coordinating agendas, notes, documents and other required paperwork.
• Take accurate meeting notes and ensure actions are captured and followed through.
• Provide personal assistance with errands and arrangements when required, always exercising discretion.
• Handle confidential information relating to business plans, financial matters, people and personal affairs with absolute discretion.
• Prepare reports and information as required.

Preferred Qualifications

• Diploma or degree in Business Administration, Office Management, Management, Accounting, Human Resources or a related field.
• Relevant qualification in Personal Assistance, Executive Assistance or Secretarial Studies would be advantageous.
• Additional training or certification in bookkeeping, procurement, health and safety or office administration would be beneficial.
• A valid driver's licence would be advantageous, particularly given the travel and logistics requirements of the role.

Preferred Experience

• Previous experience in an Office Manager, Personal Assistant, Executive Assistant or similar administrative role.
• Experience supporting a senior executive, business owner or leadership team.
• Experience managing suppliers, procurement and office budgets.
• Exposure to bookkeeping administration, invoices and expense management.
• Experience coordinating travel and complex diaries.
• Experience dealing with confidential business and personal information.
• Experience working independently in a fast-paced or growing business environment.