EA/Office Manager

1 week ago

Sydney, New South Wales, Australia CMC Markets Full time

CMC are hiring We have an opportunity for an EA/Office Manager to join our Facilities team on a 12 month fixed-term contract to cover parental leave. This role is primarily based in our Barangaroo, Sydney office.Please note that we operate onsite working and would need someone to come into our Barangaroo and Chatswood offices 5 days per week.
This position is only open to Sydney based candidates with full working rights (e.g. Permanent Resident/Citizen).

CMC Markets is a global leader in CFD trading and share investing. Our vision is to provide the ultimate online trading experience so everyone can achieve their financial potential. Since our launch in London in 1989, we've expanded globally with offices across Europe and Asia Pacific. Over 1.2 million clients make 67 million trades with us every year, and we're still growing.

ROLE OVERVIEW
As a part of the Facilities team, you will be accountable for creating a helpful, friendly and efficient culture where day-to-day support is provided across a range of business services. In addition to this, the role is responsible for providing executive support to the Head of APAC & Canada and Chief Financial Officer. During periods of annual leave you will provide back-up to other Facilities team members as required. The role will be required to spend approx. 1 day per week in our Chatswood office and coverage of Reception when the Office & Facilities Assistant is away.

KEY RESPONSIBILITIES

Executive Support

Intensive calendar managementTravel bookings and itinerariesEvent organisationExpense claims/card reconciliationsCoordinate 'Sharing Sessions' and 'Town Hall' scheduling, invitations and recordingsProvide administrative support to CEO and UK Directors when visiting APAC and CanadaOther ad-hoc administrative tasks

Facilities Management

Manage office repairs, preventative maintenance schedules and contracts, cleaning, storage requirements, locker & key management and other ad-hoc facilities requirementsManage contractor onboarding/induction process including submission and approval of Site Access Permits, insurance certificates and licences are valid and in dateManage back-end set-up of MRI OnLocation (visitor/contractor management system) as system administration role and manage vendor relationship with Time and PeopleManage Department desk allocations and hot desk booking systemComplete audits of security access cards/passes, coordinate corrections/changes with Office & Facilities Assistant. Escalate issues with building records and mobile access passes to Building Management ensuring appropriate resolutionManage office tidiness and organisation ensuring a high standard is maintained and clean desk policy is adhered toProvide back-up to HOF&BS for after hours alarm monitoring calls and resolutionProvide Workplace Health & Safety support, including:

o Ensuring there are required number of Wardens and First Aid Officers
o Coordinate Warden and First Aid Officer training
o Coordinate Warden and First Aid Officer incentive program
o Register as a Floor Warden and complete training
o Keep Warden and First Aid Officer signage up to date
o Scheduling of internal emergency training exercise
o Completion of annual testing and tagging of electrical equipment
o Coordinating completion and issue resolution of workstation assessment and ergonomics
o Resolving issues arising from risk and hazard assessments
o Lone worker alarm management including charging of devices
o Completion by Departments of Monthly WHS Topics

Business Services

Manage day-to-day relationship with CMC's travel provider and administrate the travel program which includes:

o Travel profiles, travel approvals, provide training on OBT, assist with International (or complicated) travel bookings, escalation of vendor service or platform issues, update process documentation, monthly travel reconciliation, credits on hold and out of policy bookings

Manage day-to-day relationship with mailroom and consumable vendors escalating service/delivery issues as requiredManage intranet content for Sydney offices ensuring it is kept up to dateCoordinate printing of office stationery and business cards when requiredArrange new starter pack merchandise when requiredIn conjunction with Office & Facilities Assistant maintain office guide and Office & Facilities team manualSupport HOF&BS with annual sustainability reporting

Event Management

Maintain membership on Culture Club (social committee) as Committee Secretary assisting with yearly planning, meeting minutes, implementation and organisation of internal and external events as per planning calendar

Other/Company

Maintain personal/professional development to meet the changing demands of the role, including all relevant regulatory and legislative trainingWhen dealing with all customers, clients or colleagues ensure that we provide a clear, fair and consistent high quality service that presents a professional and positive image of CMC MarketsTake all reasonable steps to ensure appropriate confidentialityUndertake such other duties, training and/or hours of work as may be reasonably required and which are consistent with the general level of responsibility of this roleRead and comply with CMC policies and procedures as they relate to your employmentComplete all mandatory compliance training

KEY SKILLS AND EXPERIENCE

Minimum 4 years' experience in a similar roleStrong verbal and written communication skillsAdvanced MS Outlook & Word, Intermediate Excel, Powerpoint & CanvaStrong time management/organisation skillsEvent planning/management experienceInitiative, enthusiasm, and a 'can-do' attitude

BENEFITS

Charity give-back days.1 extra annual day of leave for your birthday.A dedicated benefits & wellbeing hub, for you to save on groceries, access retailer discounts and enjoy various resources to enhance your physical & mental wellbeing,

CMC Markets is powered by our people. We are an equal opportunities employer and are committed to creating a diverse and inclusive workplace, where our people feel confident to be themselves, feel valued and are able to do their best work. We don't just value differences and unique perspectives, we seek them out and we invite them in, because we know it will lead to better outcomes for everyone.

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