Executive Assistant

3 months ago

Greater Adelaide SA, Australia Cox Full time

Adelaide, South Australia
We are currently searching for an Executive Assistant to work within our Adelaide Studio working closely with our Adelaide Directors and Studio Manager.
Please note this is a Parental Leave Replacement contract for up to 12months, with potential for extension.
**Company overview**:
COX is a design-focused contemporary architectural practice with studios located across Australia and Auckland, and a 60-year history of working on global projects.
We work within a collegiate framework allowing the best ideas emerge meritocratically - we are ‘by the many, for the many.’ Our Practice is some 500 talented architects, urban planners, interior designers, graphic designers, researchers, digital visualisation experts, admin and more. We continuously seek the brightest minds to innovate around design, process, and typology.
We design with purpose, creating spaces that stand the test of time both in aesthetics and functionality. Our philosophy is to Create to Last, ensuring our projects not only endure but thrive. We champion the principle of Do More, with Less, leveraging innovative solutions that are not just sustainable, but regenerative. Our strength lies in our ability to Embody Diversity, drawing on a multitude of perspectives to enrich our designs. We Lead with Empathy, deeply engaging with the needs of our communities and clients, creating architecture that resonates and inspires.
Our team is built on a foundation of cultural connections that celebrate the diversity of our people, projects, and places. We believe this is essential to creating meaningful and enduring designs. We strive to foster a sense of community and belonging.
This job ad was created on Tardanya on Kaurna Country. COX respectfully acknowledge the Traditional Custodians of Country throughout Australia and their connections to land, water and sky.
**About the role**:
The Executive Assistant (EA) shall work with the Director’s, Associates, Studio Manager, and team members to provide support to the Studio. The EA shall support the leadership team by offering administrative assistance and support for a variety of responsibilities.
**Key responsibilities for Directors**:
Support
Pro-actively follow up on action items with other stakeholders
Preparing communications on behalf of a director as required
Complete Director’s timesheets and manage their leave requirements
Preparation of expense claims for directors
Ensuring Directors desks are kept organised and clean
Organise meetings and arrange conference/zoom/teams calls
Follow up on client issues until they are resolved
Conducting or preparing any research that the Director may require
Supporting Directors by offering beverages and meals as required
Supporting directors occasionally with out of hours meetings
Diary Management
Pro-actively manage diaries
Ensure directors are aware and are prepared for meetings
Ensure meeting rooms are ready before each meeting
Ensure meetings are confirmed with participants
Other
Prepare monthly Board of Management reports for the Adelaide Studio
Arrange travel plans for Director’s and employees, including flights, car rentals, hotel accommodation
Purchase airline tickets and other travel tickets when necessary
**Key Responsibilities for Studio Administration**:
Receive and greet clients
Reception - 2nd chair and relief for reception
Prepare fortnightly Management meeting agendas and record minutes of meetings
Taking notes and writing minutes during meetings
Organising functions both for clients and the studio
Meeting room preparation and set up, including catering and AV requirements
Provide support to Finance & Operations Manager in the management of the studio administration
Run errands as requested
Create and modify documents using Microsoft Office products including Word and Excel
Perform general clerical duties, to include but not limited to photocopying, scanning, and filing
Event co-ordination and catering
Assisting with Work, Health & Safety and Quality Assurance office requirements
Other duties as required
Receptionist Support (as required)
Manage and redirect all incoming calls and enquiries
Co-ordinate bookings for internal and external meetings
Meeting room prep, set-up including catering and AV requirements
Co-ordination of building maintenance requests through the building manager
Ordering of kitchen, stationery and other supplies as required
Maintain the archive records
Distribute mail and co-ordinate couriers
Maintain coffee machine
**Experience**:
At least 5 years’ experience in a similar role
Experience partnering with management teams
Excellent interpersonal skills
Ability to build effective relationships
Strong communication skills, both written and verbal
Strong organisational and time management skills
Strong attention to detail and accuracy
Proactive, hands on approach with a willingness to learn
Ability to resolve complex issues
Adaptable and forward thinking
If you are a team player with an interest in a

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