About the Company: Kaizen Recruitment is a boutique financial services recruitment agency specialising in roles across the financial services.
We are award-winning recruiters recognised by SEEK, the RCSA, and Sourcr and are deeply embedded in the Australian financial services market. As a small, high-performing national team, every person at Kaizen plays a meaningful role in our success. We value quality over volume, long-term relationships over transactional outcomes, and continuous improvement in everything we do.
In joining Kaizen, you will be part of a collegial and driven team that genuinely invests in each other's growth.
We offer flexible hybrid working arrangements, a central Melbourne CBD location, and the opportunity to contribute to a firm that punches well above its weight in the market.
About the Role:
Kaizen Recruitment is seeking a highly organised and professional Business Services Administrator to provide essential operational and administrative support to our specialist financial services recruitment team.
As the operational backbone of our boutique firm, you will report directly to the CEO/Managing Director of the business and work closely with our Directors and consultants to ensure smooth day-to-day running of the business. This is a varied, fast-paced role where no two days are the same. Your responsibilities will include:
- Administrative and operational support across all business functions
- Database management and candidate record maintenance using our CRM
- Professional written and verbal communication with senior clients and candidates
- High-quality document production including role briefs, candidate profiles, proposals, and market mapping reports
- Scheduling and coordination of interviews, including panel logistics and stakeholder communications
- Invoice management and financial administration
- Executive assistant tasks such as meeting coordination, diary management, and travel arrangements for the MD and leadership team as required
- Supporting business development activities, including marketing collateral and LinkedIn content preparation
- Assisting with organising and facilitating in-person events, roundtables, and client functions as well as planning team lunches and celebrations;
- Maintaining and improving internal processes and systems
- Managing employee onboarding and offboarding as required as well as supporting with active monthly recruitment campaigns for new employees.
- Liaising with key vendors including troubleshooting technology and IT issues with our IT provider
You will be a proactive self-starter with a meticulous eye for detail and a genuine passion for delivering high-quality work. You are confident engaging with senior stakeholders, remain composed under pressure, and take initiative without needing to be asked. Your written communication will be polished and precise, and your approach to every task will reflect the quality and professionalism Kaizen is known for.
To be successful in this role, you will bring:
- 3+ years of experience in an administrative, executive support, or operations roles within medical, professional services, financial services, or a recruitment environment
- Exceptional organisational skills with strong attention to detail
- Advanced MS Office and tech literacy, with experience using CRM or database platforms
- A polished written and verbal communication style
- A proactive, solutions-focused mindset with the ability to prioritise competing demands
- A collaborative team-player attitude combined with the ability to work independently
To apply, please submit your resume and a brief cover letter addressing your relevant experience to Amanda Chisholm, Director, Kaizen Recruitment at 0412 123 726 or amanda@kaizenrecruitment.com.au
Please note: This role is created as a full-time position however we would consider a highly capable career professional seeking part-time arrangements as well and can discuss in more detail.
We welcome applications from candidates of all backgrounds and are committed to creating an inclusive and equitable workplace.
