Executive Assistant and Office Services
Description & Requirements
Bain & Company Australia is looking for an extraordinary Office Services and Executive Assistant to join our high-performing Perth team.
What makes us a great place to work:
We are proud to be consistently recognized as one of the world's best places to work, a campaigner of diversity and a model of social responsibility. We are currently ranked the #3 consulting firm on Glassdoor’s Best Places to Work list, and we have maintained a spot in the top four on Glassdoor's list for the last 12 years. We believe that diversity, inclusion and collaboration is key to building extraordinary teams. We hire people with exceptional talents, abilities and potential, then create an environment where you can become the best version of yourself and thrive both professionally and personally. We are publicly recognized by external parties such as Fortune, Vault, Mogul, Working Mother, Glassdoor and the Human Rights Campaign for being a great place to work for diversity and inclusion, women, LGBTQ and parents.
What you will do:
This hybrid role plays a key role in creating an exceptional employee and client experience for the Perth office, and provides high-level executive support to Partners across Bain’s Australian offices on a float basis. You will take full ownership of executive secretarial and administrative responsibilities, proactively managing Partners’ days and enabling them to operate at maximum productivity.
In addition, this role serves as the first point of contact for our Perth office. As part of the Office Services team, you will help deliver an exceptional workplace experience for employees and clients by ensuring a welcoming, professional, and efficient front-of-house environment.
This is an in office role, requiring your presence five days per week (Monday to Friday) to help deliver an outstanding experience for everyone who walks through our doors.
EA Float
- Complex diary management support for multiple leadership team (LT) members
- Schedule and rearrange meetings (internal and external) and prioritise accordingly, often across multiple time zones with multiple participants
- Re-schedule meetings, often at short notice, and communicate changes to LT and all participants
- Re-schedule meeting and travel itineraries at short notice and communicate changes to partners and all participants
- Prepare any necessary paperwork and materials for meetings
- Coordinate domestic and international travel according to requirements, and reschedule as needed, often at short notice and includes flights, accommodation, transfers
- Provide travel itineraries and ensure relevant business material relating to business travel is collated and presented well in advance of departure
- Prioritise and proactively deal with questions and information requests
Office Services, Operations & Employee Experience
- Deliver a high-quality reception experience, greeting clients and visitors warmly while managing all front of house operations and enquiries
- Manage the Reception calendar and inbox, responding promptly to meeting room requests and proactively resolving any scheduling conflicts
- Ensure the office is organised, clean, and fully stocked each day and aligned with Bain’s health and safety standards. This includes ensuring client meeting rooms are always ready for use (clean, stocked with stationery and water, whiteboards cleared, technology operational), keeping kitchen and breakout areas clean and well supplied.
- Act as the Perth Office Safety Lead, including serving as Chief Fire Warden and First Aid Officer, and coordinating all fire drills and related safety procedures
- Assist with the planning and coordination of office-related events for recruiting, marketing, finance, IT, including set-up, catering and logistical support for both internal and client-facing functions
- Order and maintain inventory of stationery, kitchen, wellness, and office supplies, including processing related invoices in line with accounts procedures and budget constraints.
- Responsible for all incoming and outgoing mail and arranging couriers
- Liaise with Building Management and other vendors to arrange office maintenance and equipment repair, tenancy issues and cleaning
- Assist with visitor management processes, including issuing and tracking security and access passes
- Provide administrative support, and other ad hoc tasks as required
- Maintain office intranet pages, ensuring information and contacts are current
- Organise catering and cleaning for meetings and functions as requested
About you:
The ideal candidate will have:
- Proven experience working in a professional services environment.
- Exceptional communication skills
- Ability to be flexible and work enthusiastically in a team environment
- Ability to work proactively and get the job done
- Ability to multitask, organise and prioritise with a logical and methodical approach
- Ability to problem solve in a demanding environment
- Accuracy, attention to detail and strong administrative skills
- Ability to remain composed under pressure and have a positive attitude
About us:
Take a bold step into an extraordinary career with Bain & Company Australia. As a top-tier management consulting firm, Bain offers several benefits to all employees, including a vibrant social calendar, weekly connectivity events and opportunities for professional development and mentoring.
Bain & Company Australia is an equal opportunity employer, committed to ensuring diversity and inclusion in our workplace. We encourage applications from all backgrounds, including those of Aboriginal & Torres Strait Islander descent.