Where careers go further
- Join a growing, future-focused firm where your work makes a real impact
- Grow your career with clear pathways and development opportunities
- Enjoy long-term stability in a permanent, full-time role at the heart of our organisation!
Are you a natural organiser who thrives at the centre of the action? Bring your efficiency, initiative, and people skills to a role where you’ll be the backbone of a fast-paced, high-performing organisation!
Proximity, part of the SPA Australia group, is seeking a full-time Office Manager & Executive Assistant to join our team based in Barton, Canberra. This is a dynamic, hands-on role ideal for someone who thrives in a fast-paced environment and enjoys being at the heart of a growing, purpose-driven organisation.
About the Role
You will play a pivotal role in managing day-to-day office operations while providing high-level executive support to two of our Practice Leads. Your work will directly contribute to the effective delivery of our business operations and our broader Organisational Ambition Plan.
This position works closely with the Executive Officer and the MD to ensure seamless coordination of business services and to create an exceptional workplace experience for our team, both in the office and on site with clients.
This is a fast-paced, hands-on position where you’ll be part of a small team supporting a change to our organisation. This role is based in the office.
Working with Proximity (an SPA Australia company)
Proximity is a leading provider of integrated consulting, legal, and commercial services to government entities and large organisations. We recently joined forces with Systems Planning and Analysis (SPA) and are in the process of integrating our Australian teams. Proximity collaborates with its clients to overcome challenges and achieve excellent outcomes. By creating an exceptional workplace culture, Proximity equips its people with the confidence and knowledge to find the ‘right fit’ solution for its clients’ needs.
We’re committed to ensuring a safe and respectful workplace where all our people—no matter their identity, orientation, background, or physical ability—feel valued and accepted. Our values are central to everything we do and stand for. We are strengthening our culture and building our client advantage by being Genuine people, bringing a Bold approach, and providing Helpful outcomes.
Responsibilities
- Provide high-level calendar management and prioritisation support to two Practice Leads, ensuring efficient daily planning.
- Create and format professional documents and communications using the MS Office suite.
- Manage sensitive matters with professionalism, integrity, and trust.
- Oversee day-to-day office functions, including supplies, equipment, meeting rooms, reception, and general upkeep.
- Manage day to day office maintenance and ensure a safe work environment.
- Welcome guests, manage incoming calls, and maintain a polished front-of-house experience.
- Support the successful planning and execution of in-office events and workshops including providing advice on event set up and arranging catering.
- Enable consistent application of business-wide policy and procedures, such as advising on logistics and travel bookings.
- Work with the people team to enhance the employee experience through support for onboarding, offboarding and reward and recognition activities.
- Prepare management reports, assist with budget monitoring, forecasting, and expense tracking.
- Work with the Technology team to coordinate office IT needs and ensure smooth infrastructure support.
- Coordinate and attend internal and external events in collaboration with the Communications & Marketing team.
- Act as the Fire and Disaster Prevention Officer, manage inspections/reporting, and take initiative on ad-hoc projects.
To succeed in this role, you will need:
- Minimum 5 Years’ Experience in a similar office management or executive support role within a corporate or professional services environment.
- Advanced MS Office Skills – Confident using Word, Excel, Outlook, and PowerPoint to create high-quality documents, presentations, and reports, and applying company styles in line with branding guidance
- Strong Organisational & Time Management Abilities – Proven ability to manage multiple tasks, priorities, and schedules with minimal supervision.
- Professional Communication Skills – Clear, concise, and professional written and verbal communication, with a customer-focused mindset.
- Team player with Initiative
- Australian Government Security Clearance, or the ability to obtain one
The Proximity Difference
We believe work should be a positive part of your life. It should challenge, engage, and support you in equal measure. By joining Proximity, you will enjoy:
- Health and wellbeing support
- Work in a great environment where everybody can thrive
- We support your professional development and personal goals
- The chance to give back to your community by working with Proximity’s not-for-profit partners
Why Proximity
If you like the idea of joining a team of hard-working professionals from varying backgrounds with the aim to develop creative solutions to challenging problems, you will fit right in at Proximity! But there is a catch – it is not all about work, we really enjoy working together, learning from each other, and have fun doing what we do to help clients be successful.
To find out more or to have a confidential discussion, please contact Loretta Pabian at [email protected].
