Personal Assistant & Office Assistant, Australia at Pacific Life

Sydney, New South Wales, Australia

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Not SpecifiedCompensation

Junior (1 to 2 years)Experience Level

Full TimeJob Type

UnknownVisa

Financial ServicesIndustries

Requirements

Minimum 2 years’ experience as a Personal Assistant or Executive Assistant supporting senior leadership
Skilled in diary management, travel arrangements, and expense processing

Responsibilities

Provide administration assistance to SMT members, including diary management, expense management, event management, travel bookings, and ad hoc admin requests
Act as the first point of contact for all office-related queries
Provide general administrative services to ensure smooth day-to-day office running
Support Facilities and Health and Safety management activities
Manage staff events and support the Event Manager in planning and executing internal and external events
Perform front of house duties: answer telephone calls, greet visitors, manage post, organise couriers and deliveries
Provide expense reconciliation support for SMT
Support the Event Manager with planning and coordination of internal and client events
Provide ad hoc admin support to Management team and wider teams (PowerPoint presentations, printing, Directors Desk uploads, agenda planning)
Liaise with office suppliers (cleaners, florists, coffee machines, utilities, building management)
Ensure adequate stationery and staff room maintenance (snacks, fruit, milk deliveries)
Issue security passes and manage the logbook
Work with building management to coordinate contractors and visitors
Provide admin support to IT and HR for onboarding and offboarding staff
Support the Office Manager with ad hoc tasks
Organise catering for small and large events, including weekly stock take for office snacks and sourcing local restaurants for weekly staff lunch
Serve as SME for online meeting room and desk booking system
Book office international and domestic travel in accordance with travel policy
Provide event support and administration (conference registrations, travel bookings, ticket purchasing, ad hoc tasks)
Source and book restaurants for client entertainment
Support staff social activities, track attendance, work with local venue suppliers
Provide admin support for DEI and ESG related tasks
Organise team offsites and activity-based events
Manage SMT diaries: organise/maintain diaries, make appointments with internal/external stakeholders, avoid meeting clashes, include travel time for external meetings
Schedule regular weekly catch-up meetings with SMT members for diary coordination
Provide admin support for team meetings (agendas, pack distribution)
Provide support on PowerPoint
Arrange domestic and international travel for SMT
Organise external dinners and lunches for SMT
Handle monthly expense management for SMT
Provide HR support for Workplace Health and Safety: identify/implement risk assessments, maintain records/systems, review documents/procedures
Ensure good housekeeping standards and maintain effective WHS systems
Arrange WHS systems and documentation audits by external consultant
Arrange WHS training for new staff and refresher courses for fire wardens and first aiders
Serve as designated first aider and fire warden
Support HR with learning and development sessions and events

Skills

Diary Management

Expense Management

Event Management

Travel Bookings

PowerPoint

Front of House

Office Administration

Facilities Management

Health and Safety

Catering Coordination

Vendor Liaison

Onboarding Support

Pacific Life

About Pacific Life

Newport Beach, CaliforniaHeadquarters

1868Year Founded

$189.4MTotal Funding

N/ACompany Stage

Fintech, Financial ServicesIndustries

1,001-5,000Employees

Benefits

Health Insurance

Paid Vacation

Paid Parental Leave

Adoption Assistance

401(k) Retirement Plan

401(k) Company Match

Risks

Increased competition in annuities market from companies like Prudential and MetLife.

Potential financial exposure from significant real estate investments.

Integration challenges with Selerix could affect customer satisfaction.

Differentiation

Pacific Life partners with T. Rowe Price for innovative Lifetime Income solutions.

Recognized as a top community-minded company, enhancing brand reputation and trust.

Real-time integration with Selerix improves benefits administration accuracy and efficiency.

Upsides

Lifetime Income solution attracts clients seeking secure retirement options.

Enhanced annuity products offer flexibility and growth, increasing product attractiveness.

Strong real estate financing position opens more sector opportunities.

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