PERSONAL ASSISTANT TO GM, COMMERCIAL DIRECTOR AND HR MANAGER

Apex, located in Victoria seeks an experienced Personal Assistant to provide high-level, confidential administrative and operational support to the General Manager, Commercial Director, and HR Manager.

Job Purpose:

The PA is responsible to handle a range of administrative duties and tasks for each person so as to ensure the smooth running of daily schedules, meetings, communications, requests by conducting timeous follow-ups, feedback and execution. The role requires excellent organizational, communication, and time management skills and the ability to work with discretion and efficiency in a fast-paced environment.

Key Responsibilities:

Executive Support

• Manage and maintain daily schedules, calendars, and appointments for the GM and Commercial Director.
• Organize and coordinate meetings, video calls, events, and travel arrangements (local and international) for GM, Commercial Director and HR.
• Prepare meeting agendas, take minutes, and ensure timely follow-up on action items.
• Screen incoming calls, emails, and correspondence; handle routine matters independently.
• Draft letters, reports, memos, advertisements and presentations as required.

Office and Administrative Support

• Maintain records in an organized filing system (digital and hardcopy) for confidential and business-critical documents.
• Coordinate internal and external communication on behalf of the executives and HR Manager.
• Monitor deadlines and key deliverables across departments to keep both executives and HR Manager aligned and informed.
• Assist in compiling commercial, operational, and business development reports.
• Prepare draft of Job Descriptions, Job Specs.
• Posting vacancies for hiring. Coordinate, compile and record recruitment activity.
• Assist with onboarding administration, coordination and entering employment data into the company database.
• Assist with the administration of the GOP process.

Project Coordination

• Assist with the planning and monitoring of special projects led by the GM, Commercial Director and HR Manager.
• Liaise with various departments to ensure timely delivery of tasks and follow-ups.
• Track and report on key performance metrics or dashboards where required.

Relationship Management

• Serve as a point of contact between the GM/Commercial Director/HR Manager and internal/external stakeholders.
• Handle confidential and sensitive information with the highest level of professionalism and discretion.
• Represent the Executives and HR Manager in a professional and polished manner in meetings, events, and correspondence.

Requirements:

Education & Experience

• Diploma or Bachelor's degree in Business Administration, Management, or related field preferred.
• Proven experience (3+ years) as a Personal Assistant, Executive Assistant, or similar role supporting senior executives.
• Experience in handling commercial and operational support functions is a plus.
• Experience in HR administration is a plus.

Skills & Competencies

• Excellent written and verbal communication skills in English. French is a requirement.
• High level of discretion and confidentiality.
• Strong organizational and multitasking skills with attention to detail.
• Proficient in MS Office (Outlook, Word, Excel, PowerPoint); knowledge of project management or CRM tools is an advantage.
• Proactive, resourceful, and able to work independently with minimal supervision.

Working Conditions:

• Office-based with flexibility to support occasional extended hours or off-site meetings/events.
• Must be responsive and adaptable to changing priorities in a dynamic environment.

Remuneration Package:

• Salary will be market related and dependent on experience.

Application Information:

• If you believe you fulfil the above criteria required for the role, please feel free to email your updated CV through to [email protected]. Please note that if you do not fulfil all the above requirements for the position your CV will not be considered.