Office Manager - Australia

About the position

• Provide high-level administrative support to the CEO, including managing schedules, appointments, and meetings. • Act as a gatekeeper by prioritizing CEO’s time and delegating tasks to ensure efficiency. • Manage all forms of communication for the CEO, including drafting, reviewing, and translating documents and correspondence in both Mandarin and English. • Act as the primary liaison between the CEO and internal/external stakeholders, ensuring smooth communication flow. • Organize, schedule, and prepare materials for executive meetings, including preparing agendas, reports, and presentations. • Take minutes during high-level meetings and ensure action items are tracked and completed. • Plan and coordinate all travel arrangements for the CEO (domestic and international), ensuring all itineraries are efficient and well-organized. • Maintain an organized filing system for confidential company records, contracts, and legal documents. • Ensure compliance with company policies and procedures when handling sensitive information. • Handle day-to-day operational challenges independently, troubleshooting issues before they reach the CEO. • Proactively address administrative or operational bottlenecks, providing solutions for greater efficiency. • Build and maintain positive relationships with clients, partners, and stakeholders on behalf of the CEO. • Represent the CEO at corporate events or meetings when necessary. • Oversee office operations to ensure the CEO’s workspace is running smoothly, including coordinating with IT, HR, and other departments for support. Job Requirements: • Fluent in Mandarin and English, both spoken and written, with excellent communication skills in both languages. • Minimum 10 years of experience in a company management or executive support role, preferably supporting C-level executives. • Proficient in both English and Mandarin • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant office management tools. • Excellent organizational and multitasking abilities to manage complex schedules and competing priorities effectively. • High attention to detail and ability to manage confidential information with discretion. • Outgoing personality with excellent interpersonal and networking skills to build strong relationships with internal and external stakeholders. • Deep understanding of Japanese business etiquette, corporate culture, and protocol to effectively support the CEO in a local context. • Strong time management skills with the ability to work under pressure and meet deadlines in a fast-paced environment. • Possess Australian PR permanent residency

Place of work