EssenceMediacom | Executive Assistant

1 week ago

Sydney, New South Wales, Australia Groupm Pakistan Full time
EssenceMediacom | Executive Assistant / Office Manager

Admin, Support & FacilitiesSydney,Sydney Requisition ID:35803

The EA/Office Manager is responsible for supporting the Sydney Managing Director & ensuring the smooth operation of the Sydney office.

The position provides executive support to the Sydney Managing Director, as well as day-to-day office management. Reporting to the MD, the role involves confidential information, as well as engagement with clients, and internal stakeholders.

This is a fast-paced, dynamic roll, in a Sydney agency of 300+. To enjoy this role, you will need to love the diary management game of Tetris, be organised & able to prioritise asks to deliver business outcomes, and be a natural communicator.

You will play a fundamental role to all administration functions of EssenceMediacom . We are looking for an Office Manager to organise and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organisational effectiveness, communication, and safety. Y ou will be responsible for the day to day running and operation of the Sydney office, and the administrative, people and culture initiatives that are aligned to this role.

This is a role that offers you the opportunity to be a creator and supporter of our passionate and innovative corporate culture.

What will make you stand out

  • Your ability to partner with the MD as their EA.
  • Your ability to take a list of 'to dos', prioritise which is important and manage expectations to get what matters done.
  • Your ability to manage a dynamic diary & effectively communicate with clients and team to ensure their needs are met and they feel like a priority.
  • Expense claim management for agency leadership – Exco.
  • Your professional but warm communication style.
  • Your eagerness to project manage internal launches and industry events, including major meeting preparation – printing, room set up, catering requirements: QBRs, ExCo, pitches, major internal events etc
  • Managing meeting room bookings – in the event of clashes: managing priorities
  • EA support to the CEO, when the EA to the CEO is on leave
  • Your efficient office management & admin capability
  • Your organisational leadership of the office operations ie regularly check AV/IT equipment in meeting rooms, ensure faults are logged and dealt with efficiently and keep the Sydney team informed
  • Create and deploy systems that allow people to follow process and self-manage administrative tasks (booking couriers/ordering catering/ prepping meeting rooms)
  • Stationery orders and maintenance
  • Kitchen stock orders and maintenance (+ alcohol orders)
  • Induction/onboarding and settling in of all Sydney new starters
  • Liaison with building management on works, maintenance, and access for contractors etc
  • Booking all travel for the Sydney based team
  • Your ability to lead the whole of agency culture to
  • Champion office cleanliness and encourage staff to take pride in their surroundings. Ensuring the office space, kitchens and meeting rooms are clean and presentable always
  • Help organise reward and recognition ie Sydney client and internal team gifts
To love this job, you need to be

Adaptable – Able to poritise and be flexible where required to deliver projects in a timely manner

O rganise d – Excellent attention to detail

Pragmatic - Focussed on simplif iying things to make them more effective

C ollaborat ive – forming a strong bond with the Sydney MD, and the Sydney agency more broadly

Professional – with strong written and verbal communciation skills. The role requires collaobration with clients and internal stakeholders alike

Confident – able to manage conversations with senior stakeholders and help lead the Sydney agency culture

Key relationships:

Report to: Managing Director Sydney

Partner with: EA to the CEO

What we can offer you

  • Learning and Development Academy
  • WPP Global Employee Discounts
  • Reconnect Program (work in our offices overseas)
  • Industry leading parental leave
  • Birthday leave, Summer days, Culture initiatives across the year
  • DE&I program
Apply now and send your CV via the link
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