Office Administrator & Team Assistant

About the role

Firmus Technologies, a global AI infrastructure company founded in Australia in 2019, is looking for a highly organised Office Administrator & Team Assistant. This hybrid role combines hands-on office management with high-level executive support, requiring someone who can manage multiple priorities, anticipate needs and keep the business running smoothly behind the scenes.

Key responsibilities

• Provide proactive administrative support to C-suite executives, including travel arrangements, complex scheduling and calendar coordination
• Process and reconcile expense reports (e.g. corporate credit cards) accurately and on time
• Prepare materials, reports and meeting summaries, and handle confidential documents with discretion
• Support internal communication initiatives, company events, all-hands meetings and workshops, and provide ad hoc project support to leadership
• Manage daily office operations, welcome visitors and order pantry supplies and consumables
• Liaise with cleaning crew and building management, support meeting room readiness and coordinate onboarding logistics for new hires, including IT equipment setup and seating arrangements

Required profile

• 3+ years' experience in executive support, office administration or similar coordination roles in a fast-paced or high-growth environment
• Experience supporting senior leadership or executives
• Excellent written and verbal communication skills in English
• Professionalism, discretion and sound judgment with confidential matters

Required skills

• Proficiency in Microsoft Office 365, calendar management tools and collaboration platforms such as Outlook and Slack
• Strong organisational and time management skills