Executive Assistant

1 month ago

Sydney, Australia Wavemaker Full time

**Executive Assistant**

At Wavemaker, we believe there always is a better way to grow. By Positively Provoking Growth for our clients, our people and our partners, we shape decisions and experiences through media, content and technology. We are part of GroupM and WPP; the largest media buying alliance and marketing communications group ranked #1 in the world. In Australia and New Zealand, we have over 250 people working across six offices: Adelaide, Brisbane, Melbourne, Sydney, Perth and Auckland.

Winner of Agency of the Year 2023, Wavemaker empowers our people to bring 100% of themselves 100% of the time. Our culture of Positive Provocation unites us and makes us stronger as individuals and collectively. We push boundaries through positive provocation and delivering impactful results for our clients.

**About the role**

The Executive Assistant (EA) is the key support for the CEO and the Executive Leadership team focusing on ensuring all administrative requirements are delivered, to enable the agency to be as productive and efficient as possible. The EA is a critical part of agency culture and acts as an ambassador for GroupM. They will be required to work across a number of projects at any one time and be adept at prioritisation and multitasking. No two days will be the same, so the ability and willingness to be adaptive is key. This is an exciting opportunity to work with one Australia’s leading Chief Executive Officers and an exciting time to join a group that has significant momentum in market.

**Responsibilities**

**People administration**:

- Support the CEO and their direct reports and executive leadership team
- Preparation for and attendance at a variety of meetings (including preparing the agenda, minutes, presentations, pitch documents)
- Lead the agency in best practice Document/Records management
- Compiling, drafting & distributing communications on behalf of the CEO and/or agency
- Responsible for the output, management, mentoring and development of the agency administrative support team member/s
- Works with the CEO & the Exec team to manage people and culture initiatives

**Events & project management**:

- Support the CEO and Executive Leadership team with all administrative tasks involved in preparing, reviewing and responding to cyclical activities including - Staff surveys, client surveys, Annual agency strategy and delivery
- Successful management of agency events - including but not limited to the annual strategy offsite, Internal events, client and partner related events, Christmas parties and staff away days
- Ad-hoc whole of agency Project management, including but not limited to office refurbishments
- Seek out and proactively ensure the CEO is “in-market” with regular thought-pieces, appearing in or at appropriate industry events and publications

**Partnerships**:

- Build trusted advisor relationships with key stakeholders within the GroupM and WPP networks
- Maintain a strong relationship with key EAs from our major stakeholders including senior clients
- Act as a point of contact for our global partners, parent and sister companies for marketing, new business and general Australian market enquiries
- Ensuring the CEO is meeting regularly and as required, with senior stakeholders of our clients’ businesses
- Work with the CEO, Leadership Team to ensure all agency-wide deliverables are met.

**Budget & Expenses**:

- Manage the agency purchasing process and procedures, including approvals for spends and monthly reconciliations
- Manages all agency events to budget
- Approval of office costs, ensuring suppliers are aligned to agency code and invoices come in under the right budgets
- Manage and support Expenses for members of the Executive Team

**Experience**

Preferably you’ll have a background or interest in media, marketing, events, client and customer experience.
- You’ll be an organisation ninja who can work fast and think on your feet
- Highly collaborative, inclusive team leading style
- High EQ and ability to assist the team in diverse and dynamic environments, anticipating needs in advance
- Caring and nurturing, willing to go the extra mile to get things done.
- A positive, can-do attitude
- Solutions focussed and able to work at speed and with calm in a high-pressure environment

**Working at Wavemaker**

Inclusive policies
- Flexible work environment
- Inclusive parental leave policy that supports all parents and carers throughout their parenting and caring journey.
- Discounts and corporate benefits
- Continuous training and development opportunities
- We believe that diversity is vital and positively influences the environment in which we operate. We are committed to fostering a diverse and inclusive work environment that is free of discrimination, harassment or bullying. Race, colour, ancestry, religion, gender, gender identity, national origin, sexual orientation, age, marital status, disability or veteran status have no bearing on our hiring de

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