Executive Assistant & Office Administrator

Firmus Technologies

Firmus Technologies is a global leader pioneering the development and operation of efficient AI infrastructure across Asia Pacific.

Founded in Australia in 2019, our mission is to create the most efficient AI infrastructure by combining cutting-edge technology with a steadfast commitment to sustainability.

At Firmus, we are unique in our approach. We design, build, and operate a new class of digital infrastructure – the AI Factory. Through our model-to-grid technology approach, we have pushed the boundaries of multi-generational liquid cooling systems, energy management, AI software orchestration, and construction. For our customers, this approach allows us to make every watt count and deliver low-cost AI tokens globally.

Firmus AI Cloud

Our large-scale GPU cloud platform, Firmus AI Cloud, is purpose-built to deliver energy-efficient AI compute at scale to customers.

It empowers developers, enterprises, educational institutions, and government users to train and deploy AI models with unmatched efficiency and cost savings. With an ever-growing suite of services and applications, we are committed to delivering a cloud experience that is market-leading, proprietary, and built to scale.

Role Summary

We are looking for a highly organised Executive Assistant & Office Administrator to support both office operations and senior leadership.

This hybrid role combines hands-on office management with high-level executive support, requiring someone who can manage multiple priorities, anticipate needs, and keep the business running smoothly behind the scenes.

You will be a key enabler of productivity, ensuring an efficient workplace while supporting executives in day-to-day operations and strategic coordination.

Key Responsibilities

Executive & Administrative Support
Provide proactive administrative support to C-suite executives, including travel arrangements, complex scheduling and calendar coordination, and related tasks
Process and reconcile expense reports (e.g. corporate credit cards) accurately and in a timely manner
Prepare materials, reports, and meeting summaries as required
Handle confidential documents and information with professionalism and discretion
Support internal communication and engagement initiatives as required
Assist with company events, all hands, and workshops where executive coordination is needed
Provide ad hoc project support to the leadership team and broader organisation
Office Operations & Facilities
Manage daily office operations to ensure a well-functioning, organised workplace
Welcome visitors to the office and ensure a professional front-of-house experience
Manage pantry supplies, consumables, and general office ordering
Liaise with cleaning crew and building management to ensure office upkeep and cleanliness
Support meeting room readiness and general office organisation
Coordinate onboarding logistics for new hires, including liaising with IT for equipment setup, seating arrangements, and access preparation
Skills & Experience
3+ years’ experience in executive support, office administration, or similar coordination roles, in a fast-paced or high-growth environment
Experience supporting senior leadership or executives
Proficiency in Microsoft Office 365, calendar management tools and collaboration platforms (e.g., Outlook, Office Suite, Slack)
Strong organisational and time management skills, with the ability to manage competing priorities
Excellent written and verbal communication skills in English
High degree of professionalism, discretion, and sound judgment in handling confidential matters
Location & Reporting

Location: Sydney, Australia

Reporting to Chief of Staff

Employment Basis

Full-time

Diversity

At Firmus, we are committed to building a diverse and inclusive workplace. We encourage applications from candidates of all backgrounds who are passionate about creating a more sustainable future through innovative engineering solutions.

Join us in our mission to revolutionize the AI industry through sustainable practices and cutting-edge engineering. Apply now to be part of shaping the future of sustainable AI infrastructure.