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Office Manager and Executive Assistant

1 month ago

Sydney, Australia CBOE Full time

This position will provide direct support to the President, Chief Commercial Officer, and to the wider team.

**Duties and Responsibilities**

Executive Assistant to President, CCO and Product & Sales Team

Primary focus is to support the Cboe Australia President, in relation to:

- 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).
- General Adhoc 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.

Office Management
- Managing the admin team (1).
- General upkeep and maintenance of the Sydney office.
- Liasing 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.

**Experience and Skills**
- 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.
- Previous people management experience.

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