Executive Assistant and Office Services
Description & Requirements
Bain & Company Australia is looking for an extraordinary Executive Assistant and Office Services to join our high-performing Brisbane 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 role plays a critical part in shaping an exceptional employee and client experience for the Brisbane office and provides high-level executive support to Partners across Bain’s Australian offices. In this role, you will initially not have a fixed Partner allocation; instead, you will step in to support Partners during periods of EA leave, with the potential in the future to establish a permanent Partner allocation. While providing EA coverage, 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 also serves as the first point of contact for our Brisbane office. As part of the national 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. Responsibilities span reception services, office logistics, facilities coordination, and support for internal events, contributing to the smooth day-to-day running of the office.
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 Duties
- 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 front-of-house experience, managing reception operations, meeting room bookings, visitor enquiries, and security/access passes.
- Ensure the office is consistently clean, organised, fully stocked, and client-ready, including meeting rooms, kitchen/breakout areas, and compliance with health and safety standards.
- Manage office supplies and inventory (stationery, kitchen, wellness), process invoices in line with budget guidelines, and coordinate mail and courier services.
- Liaise with Building Management and vendors to oversee maintenance, repairs, cleaning, and tenancy matters.
- Provide administrative support, maintain intranet pages and the Office Procedure Manual, and organise catering and logistics for meetings and functions.
- Coordinate office events and employee engagement initiatives, supporting recruiting, HR, IT, finance, Office Leads, and committees with planning and execution.
- Act as Brisbane Office Safety Lead, serving as Chief Fire Warden and First Aid Officer, and coordinating fire drills and safety procedures.
- Support with other ad hoc administrative tasks, as required.
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.