Executive Assistant

About the role

The Executive Assistant / Business Support Coordinator provides high-level administrative and operational support to the Managing Director while coordinating key business activities across Spectrum Laboratories. The role is responsible for supporting the smooth and efficient operation of the business through the coordination of projects, quotations, client communications, compliance requirements, health and safety administration, workflow scheduling, accounts payable processes, and business documentation. The position monitors progress, follows up outstanding actions, and assists staff to ensure administrative, operational, and compliance requirements are completed in a timely and effective manner.

Key responsibilities

• Provide day-to-day administrative support to the Managing Director
• Prepare reports, presentations, correspondence, and business documentation
• Maintain business records, registers, and filing systems
• Coordinate project administration and workflow scheduling to support efficient laboratory operations
• Liaise with clients regarding project status, documentation requirements, and scheduling matters
• Prepare and issue quotations and proposals
• Support client onboarding and administration processes
• Maintain quality management system documentation and records
• Coordinate health and safety administration and record keeping
• Process accounts payable documentation and supplier invoices

About you

• Strong organisational and time management skills
• Excellent written and verbal communication skills
• High level of accuracy and attention to detail
• Strong relationship management and stakeholder engagement skills
• Sound problem-solving and continuous improvement capability
• Works independently, uses initiative and manages completing priorities
• Proficient in Microsoft Office and business software systems
• Professional, adaptable and customer-focussed approach

About us

Spectrum Laboratories Ltd is an internationally accredited laboratory specialising in the independent safety testing of electrical appliances and light industrial equipment. Spectrum is firmly focused on providing top quality testing and regulatory support services to manufacturers and importers throughout Australasia through a commitment to technical excellence, accuracy and customer service.