Company Overview:O2 Marine is a leading marine science consultancy dedicated to providing innovative environmental monitoring, management, and conservation solutions. We work across a range of projects to support sustainable development in the marine environment. Our team values continuous improvement, ownership, innovation, and social capital, and we strive to create a meaningful, supportive, and enjoyable workplace.Position Overview:The Executive Assistant & Administration Officer will play a pivotal role in providing high-level support to the Managing Director (MD) and ensuring the smooth running of the Busselton office. This dual-function role requires exceptional organizational skills, the ability to multitask, and a proactive approach to problem-solving. The successful candidate will be detail-oriented, self-motivated, and able to maintain confidentiality when dealing with sensitive information.Key Responsibilities:Provide comprehensive support to the Managing Director, including managing calendars, scheduling meetings, and organizing travel arrangements.Coordinate internal and external meetings, ensuring agendas, materials, and minutes are prepared and distributed in a timely manner.Assist with preparing reports, presentations, and correspondence for the MD.Manage email correspondence for the MD, responding to routine requests and escalating important matters as needed.Support project coordination activities, including liaising with project teams and external stakeholders.Handle confidential matters with discretion, including personnel and business issues.Assist with the preparation of proposals, contracts, and client communications.Coordinate personal matters for the MD, as required, to ensure a balance between professional and personal obligations.Administration Officer Duties:Oversee the general administration of the Busselton office, including ordering office supplies, managing vendors, and ensuring office functionality.Assist with financial administration tasks such as invoicing, expense reports, and liaising with the finance team on accounts payable/receivable.Maintain filing systems, both digital and physical, ensuring documents are easily accessible and well-organized.Provide administrative support to other team members as required, including booking travel and accommodation for staff.Assist with HR-related tasks such as onboarding new staff, maintaining personnel records, and coordinating training sessions.Support the development and maintenance of company processes and systems as part of the ongoing updates to ensure efficiency.Organize and support internal events, meetings, and company-wide initiatives.Skills and Qualifications:Proven experience as an Executive Assistant, Office Manager, or in a similar role.Strong organizational and time management skills with the ability to prioritize tasks effectively.High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management tools.Excellent verbal and written communication skills.Ability to work independently, take initiative, and anticipate the needs of the MD and the broader team.High degree of professionalism and discretion when handling confidential information.Strong interpersonal skills and the ability to build relationships across the organization.Familiarity with financial administration and HR processes is an advantage.Personal Attributes:Proactive and solutions-focused with a 'can-do' attitude.Flexible and adaptable in a dynamic work environment.Commitment to O2 Marine's values of continuous improvement, innovation, and social responsibility.Collaborative team player with strong interpersonal skills.
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