Executive Assistant & APAC Operations Coordinator

Overview

Exec & ops support for APAC sales leaders, handling travel, meetings, office & admin tasks.

Key Responsibilities

• travel management
• document management
• expense management
• vendor management
• presentation prep
• meeting coordination

Tasks

-Point of contact for building management, maintenance, and safety compliance. -Prepare briefing notes, trip packs, itineraries, and meeting documentation for regional and global engagements. -Support sales cadence by formatting presentations, compiling pre-reads, and tracking follow-up actions. -Coordinate logistics for customer visits, partner engagements, and VIP meetings. -Assist with light reporting, data collation, and document management (Teams/SharePoint). -Assist with creation and refinement of executive-level presentations. -Coordinate office events, workshops, and small team gatherings. -Manage courier services, mail, printing, equipment ordering, and office supplies. -Manage sensitive information and confidential correspondence with discretion. -Liaise with HR, Finance, Legal, IT and Sales Operations to ensure smooth day-to-day functioning. -Support onboarding for new team members (IT setup, induction plans, access, equipment). -Coordinate domestic and international travel for the Regional Vice President and APAC commercial leaders (flights, accommodation, visas, ground transport). -Support procurement, vendor management, and contracting for service providers. -Manage expenses, credit card reconciliations, reimbursements, and purchase orders. -Oversee the Melbourne office/coworking environment (access, supplies, equipment, visitors). -Coordinate regional meetings: QBRs, MORs, All-Hands, workshops, and offsites.

Requirements

• ms office
• sap concur
• 5+ years
• international travel
• expense processing
• stakeholder coordination

What You Bring

-Exceptional organisational skills with superior attention to detail. -Facilities coordination or office management experience. -Demonstrated experience supporting senior executives. -Strong collaborator able to work effectively with global teams and other Executive Assistants. -High integrity with the ability to handle confidential matters with discretion. -Experience processing expenses and managing purchase orders. -Familiarity with productivity tools including SAP Concur and Oracle. -Understanding of Health & Safety requirements. -Ability to multi-task and remain calm under pressure. -Proven ability to book and manage complex international travel. -Strong senior stakeholder coordination skills. -Strong document creation and formatting skills (MS PowerPoint, MS Word). -Experience coordinating onboarding for new employees. -5+ years in Executive Assistant, Office Manager, or Operations Coordinator roles. -Experience preparing meeting materials, coordinating logistics, and managing follow-up actions. -Experience supporting events or workshops. -Experience supporting regional or global teams. -Advanced proficiency in MS Office (Word, PowerPoint, Outlook, Teams, Excel). -Outstanding communication and interpersonal skills. -Excellent writing, editing, and document quality-control skills. -Proactive, self-directed, and comfortable working with minimal supervision.

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