Total 4 Administrative / Clerical job vacancies in South Melbourne

As the Senior Personal Assistant/ Executive Assistant to the Managing Director, Clients & Markets, you will go beyond traditional administration to become a trusted partner, proactively managing priorities, anticipating needs and driving outcomes.

This is a fast-paced, high-profile role reporting into the Managing Director, with broad stakeholder exposure across Australia and APAC, where your ability to stay organised, communicate clearly and execute with precision will be critical.

Key Responsibilities

• Executive Support: Manage diaries, emails, travel and leadership requirements with a strong focus on prioritisation and proactive delivery
• Meetings & Coordination: Prepare agendas and materials in advance, and ensure follow-ups, actions and communications are delivered within 24 hours
• Client Engagement: Support national client programs, track key metrics and prepare reporting for leadership
• Collaboration: Partner with Service Line and Geographic Leaders to coordinate activity and drive best practice
• Strategic Support: Assist with projects, stakeholder engagement and initiatives that support business growth

The Opportunity

As the Deputy Company Secretary, reporting into the General Counsel, you will play a pivotal role in supporting the AFCA Board and Executive on all matters relating to corporate governance, company secretariat responsibilities and membership governance.

Operating with a high level of independence and accountability, you will lead Board and member governance frameworks, oversee compliance with AFCA’s Constitution and the Corporations Act, and act as a trusted adviser across the organisation.

This is a senior, influential role suited to someone who thrives in complexity, enjoys working with Boards, and values purpose alongside professionalism.

Key Responsibilities

In this broad and impactful role, you will:

• Provide strategic advice on Board, Member and Corporate Governance, including compliance with AFCA’s Constitution and Rules
• Lead AFCA’s company secretariat function, including end‑to‑end delivery of Board and Board Committee meetings
• Oversee compliance with Corporations Act obligations, ASIC lodgements and Annual Review reporting
• Draft high‑quality Board and Committee papers for the Board, ARC, PRC and Nominations Committee
• Lead development and continuous improvement of Board frameworks, policies and governance processes
• Act as the Board’s delegate for management of AFCA’s member base, including approvals, compliance, expulsions and lifecycle management
• Own and oversee membership fulfilment and servicing workflows, from applications through to cessations
• Provide senior advice to Executives, Ombudsmen and leaders on matters impacting AFCA members
• Sponsor and oversee projects responding to regulatory change and evolving membership requirements
• Manage governance‑related risk and external reporting to regulators and government bodies
• Serve as business owner for membership systems and governance processes in organisational projects

• Input VAT local and VAT impor to Coretax
• Input sales export, nota retur, and nota pelabuhan to Coretax
• Upload and approve VAT Out to Coretax
• Check the completeness document from vendor for the VAT local and VAT impor
• Receive goods invoice forwarder from logistics
• Create ID Billing & payment voucher for VAT Payment
• Prepare SPT PPN

Administrative and coordination

• Manage the General Manager’s diary to co-ordinate meetings/appointments, and to ensure smooth running of such meetings
• Screen/handle telephone calls, appointments, mails and emails and take action accordingly
• Take minutes at the Executive Committee Meeting
• Coordinate and communicate with various departments and all levels of staff on matters directed by the General Manager
• Prepare and manage correspondences with internal and external parties for General Manager’s signature
• Attend to requests from divisional, corporate or owners offices and facilitate it accordingly
• Attend to residents/patrons’ special requests or complaints that are directed to the General Manager
• Co-ordinate travel arrangements in a highly efficient manner and prepare detailed travel file accordingly
• Ensure approval forms are prepared for the General Manager for signature and approval of the Vice President, Operations, e.g. leave application forms, travel approval forms, expense claims reports, etc.
• Maintain systematic up-to-date filing and tracing systems
• Maintain and update Executive Committee and Department Heads’ personal files kept in the General Manager’s office
• Maintain and update Executive Committee and Department Heads’ leave record
• Maintain and update ‘Manager-On-Duty’ schedule
• Prepare monthly financial data reports
• Maintain confidentiality of sensitive matters/issues
• Manage and upkeep the functionality and cleanliness of the office
• Ensure adequate stock of office stationery
• Maintain a high level of professionalism and project a positive image of the organization.

Other Responsibilities

• Maintain complete knowledge of all F&B services, contents & preparation methods, outlets and hotel services/features
• Be fully conversant with hotel fire & life safety/emergency procedures
• Attend all briefings, meetings and trainings as assigned by management
• Maintain a high standard of personal appearance and hygiene at all times
• Perform other reasonable duties assigned by the assigned by the Management