Project Administrator / Executive Assistant (6 Hours/Day)

OPPORTUNITY TO ENHANCE YOUR CAREER - It’s about exceeding your potential.

Based in Sydney and reporting to the Administration Operations Manager (based in Brisbane), this is an opportunity to join the Executive Search team as a float Project Administrator. The Project Administrator will support the wider Executive Search team with various administrative tasks, provide full cover for the Project Coordinators while on annual leave and may assist with Project Coordinator workload overflow from time to time.
The position will be required to be in the office five days a week (6 hours per day). Start and finish times are flexible for the right candidate.

Key Responsibilities:

Provide Annual Leave cover for Project Coordinators

• Provide administrative support to the Practice, including diary management, travel, expenses, and correspondence. Exercise discretion in the Partner’s absence, referring urgent matters to the appropriate team members.
• Manage the Partner’s schedule and priorities to support business and assignment objectives.
• Draft and format Practice documents, including Longlist & Shortlist Reports, Candidate Reports, and Reference Reports, paying particular attention to consistency of formatting, grammar and spelling.
• Schedule, organise and log candidate (KF/C and C/C) interviews in Searcher & Outlook.
• Deliver professional and timely customer service via phone, email, and in person.
• Monitor Accounts receivable aging debtors and follow up with client as appropriate.
• Stay informed of all assignment activities and act as a liaison to keep stakeholders updated.
• Meet and greet clients and candidates, ensuring a professional and welcoming experience. Use Eptura Engage for all meeting room bookings.
• Provide a prompt, accurate handover of active searches and tasks to the Practice EA upon their return.

Concur Credit Card expense claim forms

• Prepare and submit Sydney Partners expense claim forms accurately in Concur. Project Coordinator to provide receipts with description of expenditure and appropriate coding. Follow up with Singapore Finance Team to resolve any discrepancies or returned claim forms. 

Candidate & Partner Travel Arrangements

• Arrange travel and accommodation through Corporate Traveller for all fee earning Partners and Principals. Coordinate travel logistics for candidates including flights and accommodation ensuring accurately coded to the correct search as ‘Billable’. Manage any last minute changes and ensure candidate and Project Coordinator informed.

HireRight Due Diligence checks

• Initiate and monitor due diligence background checks through HireRight to support placement of preferred candidates. Project Coordinator will provide the required due diligence checks and candidate details. Provide final DD report to Project Coordinator for distribution to client and file in the O-drive and Searcher Express. Process HireRight invoices through APWF (Accounts Payable WorkFlow) and assist with any Accounts Payable queries.

Setting Up New Engagements in PSA & Salesforce

• Create new client opportunities in Salesforce ensuring accuracy and attention to detail. Correct Partner / Principal to be tagged as Opportunity Owner. Confirm position title, client contact details, retainer, and other project details with Partner / Project Coordinator.
• If requested, close opportunity as ‘Won’ and create the new search in PSA. Liaise with the OTC Team (Order to Cash Team) and PSA Super User to resolve any contractual terms interpretation.

Event Support & Internal Communications

• Support the Senior Client Partners and Communications Director with the planning of Executive Search and Board Services in-house events. Assist with the coordination of logistics, invitations, and materials to ensure a professional outcome. Assist with post-event activities, including follow-up and feedback collection.

Reception Cover

• Provide lunch break cover and annual leave cover for Receptionist.
• Provide professional front-of-house support by greeting visitors and managing phone and email inquiries. Ensure the reception area is welcoming, efficient, and reflects company standards.

Meeting Room & Technology Support

• Provide backup support for MS Teams meeting room setup. Troubleshoot minor technical issues to prevent disruption during meetings. Work closely with IT to escalate and resolve complex technical problems promptly.

Professional Experience/Qualifications:

• Five plus years of relevant experience of supporting leaders and senior professionals within a fast-paced, client-focused Professional Services environment.
• Skilled in diary management and scheduling logistics for KF/candidate and Client/Candidate interviews.
• Experience in scheduling complex travel arrangements for multiple parties both domestically and internationally. Technically savvy with the ability to learn new systems quickly including PSA, Salesforce, and HireRight.
• Advanced PowerPoint skills with high proficiency in the Microsoft Office suite (Outlook, Word, and Excel).
• Assertive communicator with a proven ability to liaise effectively across teams, manage competing priorities, and maintain confidentiality.
• Recognised for professionalism, attention to detail, and delivering high-quality outputs under tight and often competing deadlines.
• Experience in event coordination, managing the internal communications, and liaising with attendees and stakeholders.