Administrative Assistant

About the role

The Administrative Assistant provides practical administrative support to the Director, Business Operations, with a particular focus on finance administration, office coordination and routine operational tasks. The role supports AHEIA's efficient day-to-day operations by maintaining accurate financial records, assisting with supplier and invoice administration, supporting credit card reconciliations, maintaining the office environment and providing general administrative assistance as required.

Key responsibilities

• Assist with monthly credit card reconciliations, including matching transactions to receipts and supporting documentation
• Enter supplier bills and invoices into the relevant accounting system
• Check invoices for completeness and appropriate supporting information before processing
• Prepare draft invoices for review and approval
• Maintain accurate electronic records of invoices, receipts and other financial documentation
• Assist with the day-to-day upkeep and organisation of the AHEIA office
• Monitor and order office, kitchen and stationery supplies as required
• Coordinate routine maintenance, repairs and service requests with building management and external suppliers
• Provide administrative support to the Director, Business Operations
• Maintain electronic filing, registers, templates and administrative records

About you

• A positive, can-do attitude
• Experience in an administration, accounts administration or office support role
• Good numerical accuracy and attention to detail
• Experience processing invoices, expenses or other financial records
• Strong organisational and time-management skills
• Good working knowledge of Microsoft Outlook, Word and Excel
• Ability to maintain accurate records and follow established processes
• Ability to manage routine tasks independently and identify matters requiring escalation
• Appropriate discretion when handling confidential financial and organisational information
• A practical, organised and service-focused approach

About us

The Australian Higher Education Industrial Association (AHEIA) is the peak employer body for higher education in Australia, supporting member universities through specialist industrial relations, employment law, workforce strategy, professional development, events and sector connection.