Posted a month ago
Description
Executive Assistant/Finance Operations Coordinator (3-days)
What you’ll be doing: We’re seeking a Junior Executive Assistant / Finance Operations Coordinator to join the Finance team on a part‑time basis (3 days per week). You’ll provide day‑to‑day administrative and operational support to our Executive Managing Partner, Jamie, and help keep the division running smoothly. This is a hands‑on role ideal for someone organised, proactive and keen to grow within a finance and operations function.
- Diary management: Maintain Jamie’s calendar, prioritise appointments and ensure he’s briefed for each meeting.
- Client and internal meetings: Arrange and coordinate client meetings, initial client introductions and internal BlueRock meetings.
- Liaison with contacts: Organise meet‑and‑greet sessions with key contacts and lenders as required.
- Follow up on new opportunities: Assist in contacting new client leads and organising diaries for initial conversations.
- Team and client events: Support planning and logistics for team events (annual planning day, socials, birthdays) and client events.
- Travel bookings: Book travel and accommodation for Jamie and divisional leaders attending interstate meetings and conferences.
- Onboarding/offboarding: Assist with onboarding and off‑boarding for division staff using DMH Connective and coordinate with People & Culture.
- Probation and training: Ensure probation reviews are diarised and forms completed; help manage the division’s internal training schedule.
- Candidate meetings: Help schedule candidate catch‑ups and interviews with the People & Culture team.
- Card and receipt management: Act as primary contact for AirWallex corporate cards and manage receipt collection and reconciliation.
- Forecasting & reporting: Help record forecasted monthly revenue in the firmwide MADRO report and maintain the Excel forecast.
- Commissions & invoicing: Support the accounts team with commissions reconciliation and create invoices in Xero when requested.
- Budget meetings: Attend monthly budget meetings and take action notes as required.
- Subscriptions: Monitor and ensure memberships and subscriptions are up to date.
- Client care: Arrange client gifts and assist with client communications as needed.
- Marketing & content: Liaise with the marketing team to help release content to clients and assist in preparing internal meeting materials and slide decks.
- Ad‑hoc support: Provide whatever Jamie needs to feel organised and supported day‑to‑day.
Requirements
- Experience: 1‑3 years’ experience in an administrative, EA or operations support role, ideally in professional services or finance.
- Skills: Excellent organisational and time‑management skills, strong written and verbal communication, and a high level of discretion.
- Systems: Comfortable learning platforms such as Xero, DMH Connective, AirWallex and Microsoft/Google suite.
- Attributes: Proactive, flexible, calm under pressure and eager to support a busy leader and a growing division.
Benefits
- We believe in giving back – BlueRockers are supported to help communities through Volunteer days and pro bono work.
- We have our very own BlueRock public holidays to give our people the day off, on us.
- We believe in work‑life integration and offer a hybrid model that includes both in‑office and remote work options.
- We invest in your wellbeing through Gym Allowances and access to 24/7 wellbeing, medical and safety support through our partner Sonder.
- Free weekly lunches, awesome social events (including a social club – winery tours to Luna Park), and an amazing headquarters in the CBD.
- Receive mentoring and coaching from industry leaders.
- We are known for creating plenty of opportunities for growth and promotion.
- An inclusive and diverse workplace culture centred on meaningful work, wellbeing and fun.
How to apply
If this sounds like you, then please click on the “Apply” button and follow the prompts. If you think you have what it takes, but don’t necessarily meet every single point on the job description – please still apply. We’d love to see if you could be a great fit and we can’t wait to meet you!
For any questions regarding this opportunity or if you require adjustments to participate in the recruitment process, please reach out to John O’Hare at or Lee Kelly at .
Please be advised that BlueRock or any of its related or controlled entities do not accept unsolicited contact or resumes from Recruitment Agencies.
Even in 2025, it needs to be said, BlueRock is a workplace committed to equal employment opportunities regardless of age, citizenship, colour, disability, gender and gender identity, marital status, nationality, race, sexual orientation, or veteran status.
Seniority level
- Associate
Employment type
- Full-time
Job function
- Finance
Industries
- Non‑profit Organizations and Primary and Secondary Education
