Business Support Administrator at KFML Holdings Pty (Ltd)

Job Advert Summary    

• The Business Support Administrator provides high-level administrative and operational support to enable the Operation’s Manager to focus on strategic and high-value work. The role takes ownership of day-to-day coordination, communication, and organisation across business activities, ensuring smooth and efficient operations in a fast-paced and dynamic environment.
• This position operates as a highly proactive organiser and trusted right hand, anticipating needs, identifying priorities, and ensuring nothing falls through the cracks. The successful candidate will be resourceful, adaptable, and capable of managing multiple priorities while maintaining the highest levels of professionalism, confidentiality, and attention to detail.

Minimum Requirements    

• Minimum of 3 years' experience as a Personal Assistant, Executive Assistant, or in a similar senior administrative support role.
• Proven ability to manage multiple priorities and workstreams simultaneously in a fast-paced environment.
• Excellent written and verbal communication skills with a professional telephone and email manner.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
• Demonstrated experience handling confidential and sensitive information.
• Strong organisational and time-management skills with exceptional attention to detail.
• Valid driver's licence and own reliable transport.
• Contactable references.

Duties and Responsibilities    
Executive and Diary Management

• Manage the Operation’s Manager diary end-to-end, ensuring effective scheduling, prioritisation, and protection of time.
• Anticipate and proactively resolve scheduling conflicts.
• Prepare daily and weekly plans, including agendas, briefing notes, and follow-up action lists.
• Ensure commitments and priorities are effectively managed and communicated.

Communication and Stakeholder Management

• Manage and triage emails and correspondence, drafting responses and escalating matters requiring the Operation’s Manager attention.
• Serve as a key point of contact for internal and external stakeholders, clients, suppliers, and service providers.
• Build and maintain professional relationships through a responsive and service-oriented approach.
• Handle sensitive business, financial, and personal information with the utmost discretion and confidentiality.

Meetings, Travel and Event Coordination

• Coordinate meetings, appointments, and events, ensuring all logistics are managed effectively.
• Arrange travel, accommodation, itineraries, and related expense administration.
• Prepare meeting agendas, record minutes where required and follow up on action items.
• Support the planning and coordination of team events, workshops, and other business activities.

Project and Administrative Support

• Track tasks, commitments, and deliverables across multiple projects and workstreams.
• Follow up on outstanding actions and ensure deadlines are met.
• Maintain records, filing systems, databases, and documentation to ensure information is accurate, up to date, and easily accessible.
• Support the preparation of presentations, reports, and summaries as required.
• Assist with process improvements and recommend ways to increase efficiency and effectiveness.

Financial and Office Administration

• Manage basic expense administration and invoice tracking.
• Maintain office supplies and coordinate with service providers where necessary.
• Support general office administration to ensure the smooth running of operations.
• Ensure records and documentation are maintained in accordance with company requirements.

Compliance and Confidentiality

• Maintain strict confidentiality in all matters relating to the business and Operation’s Manager.
• Adhere to company policies, procedures, and standards.
• Sign and comply with a Non-Disclosure Agreement (NDA) as a condition of employment.
• Participate in background and/or credit checks where required.