Office Manager & Executive Assistant

💻 About the Role

At Amber we believe that enabling a culture where everyone at Amber is set up to do the best work of their lives and feels connected and supported is one of the most important things we can do to ensure Amber’s long-term success.

Want to help improve the environment by shifting the worlds energy usage towards renewables?

We're looking for a friendly, organised, and proactive Office Manager & Executive Assistant to join our team on a part time, fixed term basis until 31 December 2026, with option to extend or become permanent full time.

As the Office Manager & Executive Assistant, you'll report to the Senior People Operations Manager and work closely with the Executive Business Partner to provide administrative support to Amber's executive team and own day-to-day office management. This is a unique, hands-on role which requires initiative, attention to detail, and a genuine enjoyment of creating a great workplace experience. You'll be the operational backbone of our Melbourne CBD headquarters - keeping our leadership team organised and our workspace running smoothly, well-stocked, and welcoming for our team and visitors.

This is an amazing opportunity for the right person to grow and develop a variety of business administration skills within a scale-up environment, with the chance to collaborate with many key stakeholders and take real ownership.

This is a part-time role, based in Melbourne, with the expectation that the successful candidate can be in the office on a Monday, Tuesday and Thursday, across 0.6 - 0.8 FTE as preferred, with occasional flexibility to work from home.

👉🏽 Responsibilities

• Provide broad support to the Leadership and People Operations teams
• Support with complex scheduling, travel arrangements and logistics for the Leadership team
• Support with materials, presentations, reports and documents for the Leadership team as needed
• Support miscellaneous projects and administration tasks as required for the Leadership and People Operations teams
• Use discretion, confidentiality, and good judgment to handle C-Level matters
• Own aspects of new hire onboarding, such as procurement of access passes, laptops, email signatures and swag
• Serve as a point of contact between employees, management, and external stakeholders

• Own end-to-end maintenance of a well stocked, tidy, safe and welcoming office
• Oversee office organisation, including desk and locker management, ensuring the space is clean, safe, and well-maintained
• Manage office equipment and technology, including computers, printers, and AV equipment
• Coordinate with building management on maintenance requests, cleaning, and facilities issues, addressing any problems promptly
• Liaise with vendors, contractors, and suppliers for office-related services, equipment, and food & beverage
• Accept, sort, and distribute post and deliveries appropriately
• Implement and execute new or improved office policies and procedures to ensure smooth operations
• Own the planning and execution of monthly office social events
• Support the set-up and logistics for company-wide gatherings
• Maintain the WHS training register and coordinate workplace training (e.g. emergency warden, first aid)
• Facilitate effective communication channels within the office, ensuring timely dissemination of information
• Be the key point of contact for any office-related enquiries or projects