Office Manager

7 months ago

Sydney, Australia Advance Human Solutions Full time

3+ years prior experience in a dual Office Manager & Executive Assistant role
- Strong project management skills

As Office Manager & Executive Assistant, you will be primarily responsible for all aspects of office management, in addition to providing executive assistant support to the President and general admin support to the wider Product & Sales team and Management Committee

**Essential Duties and Responsibilities**

**Office Management**:

- Managing the admin team (1).
- General upkeep and maintenance of the Sydney office.
- Liaising with Building Management and external contractors with service requests relating to office/WHS issues.
- Maintenance of Front of House.
- Maintenance of Access Pass database.
- Induction of new starters.
- Organisation of Staff Lunches - Liaising with 3rd party for daily lunches.
- Upkeep of the staff kitchen and fridges - cleanliness and maintenance of food/drinks/coffee stock.
- Maintenance of stationary.
- Maintenance of APAC and AU phone lists.
- Maintenance of domestic and international couriers.
- Maintenance of Meeting rooms and bookings - ensuring all tech in meeting rooms are working and up to standard.
- Staff connectivity and engagement - liaising with HR and Marketing to boost staff culture and moral in the office (e.g. daily lunches, monthly/quarterly team bonding lunches/activities).
- Maintenance of Admin/Office related budgets.
- Maintenance of mailboxes - admin, meeting rooms, etc.
- Maintenance of petty cash.
- Management of the Reception phone - field calls and messages to staff

**Executive Assistant**:

- Diary / Calendar management.
- Board Meetings / Papers for the Company (compiling and collating all reports prior to sending to the AU Board, organising all Board meetings for the year) - using BoardVantage.
- General ad hoc support.
- Corporate Travel - flights and accommodation for all AU staff.
- Meeting Set-up and preparation, (e.g. agendas, presentation materials, minutes, Salesforce).
- Sales & Relationship support (e.g. reservations, travel, presentation materials, minutes, Salesforce).
- Internal event support (e.g. APAC Town Halls, Team bonding exercises, catering, quarterly events, annual staff parties)
- Assisting the wider team and office when required (e.g. Lunch & Learns, project management).
- Monthly reconciliation of AMEX and staff expenses.

**Job Requirements**
- 3+ years prior experience in a dual Office Manager & Executive Assistant role, ideally in Corporate.
- Team oriented, possesses good interpersonal and communication skills to be able to work both autonomously and in a collaborative team environment.
- Strong project management skills with the ability to set the agenda, coordinate multiple projects and deliver agreed outcomes in timely manner.
- Maturity to determine and delegate workload and to be the glue to stick the team together.
- Exceptional attention to detail.
- Strong team player who is proactive in generating team engagement and increasing collaboration within the team. Must have the ability to be flexible, adaptable and comfortable in both a fast-paced and quiet environment.

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