Executive Assistant to CEO

6 months ago

Sydney, Australia Simple Machines Full time

**Job Title**: Executive Assistant to the CEO

**Location**: Darlinghurst, NSW.

**Travel**: Some travel could be required to New Zealand, USA, UK or Europe.

**About the Role**

Dive into a pivotal role at Simple Machines as an Executive Assistant, where you’ll be working directly with the CEO and a global team working with clients to unlock the future of data and AI.

Partnering directly with the CEO, you'll manage important projects, improve how we communicate within the team, and lead initiatives that impact our business directly. This role is perfect for those looking to advance their career in a vibrant, fast-paced setting that encourages innovation and growth. Enhance the CEO's ability to lead and expand the company by providing comprehensive support that encompasses administrative tasks, strategic project involvement, and personal assistance, all aimed at maximising efficiency and effectiveness at the executive level.

**Company Overview**

Simple Machines is a leading independent boutique technology firm with a global presence, including teams in London, Sydney, and New Zealand. We specialise in creating technology solutions at the intersection of data, AI, machine learning, data engineering, and software engineering. Our mission is to help enterprises, technology companies, and governments better connect with and understand their organisations, their people, their customers, and citizens. We are a team of creative engineers and technologists dedicated to unleashing the potential of data in new and impactful ways. We design and build bespoke data platforms and unique software products, create and deploy intelligent systems, and bring engineering expertise to life by transforming data into actionable insights and tangible outcomes. We engineer data to life.

**Requirements**:
**Key Responsibilities**:

- **Administrative and Strategic Support**:

- Manage the CEO’s calendar across multiple time zones, ensuring efficient scheduling of meetings, appointments, and travel.
- Serve as the point of contact among executives, employees, clients, and other external partners, managing information flow in a timely and accurate manner.
- Prepare and edit communications, correspondence, reports, and presentations.
- Organise meetings, including managing logistics and documenting minutes when necessary.
- **Project and Team Involvement**:

- Take on special projects with strategic importance, from planning through to execution.
- Build collaborative relationships with team members and external partners, fostering a teamwork-driven environment.
- Participate in HR and cultural initiatives to enhance workplace dynamics and employee engagement.
- **Personal Assistant Tasks**:

- Handle personal scheduling and ah hoc tasks to streamline the CEO's daily activities. This can involve coordinating dry cleaning, car insurance, organising lunches, or other tasks that relate to the smooth running of the CEO’s life.
- **Event Management**:

- Event Planning: Organise and coordinate internal and external events, including logistics, guest lists, venue booking, and on-site coordination.
- Conference Coordination: Manage arrangements for conferences, including travel, accommodations, registration, and preparing materials for presentations.
- Team Offsites: Plan and execute offsite meetings and team-building events to foster team interaction and strategic planning.
- **Project Coordination**:

- Project Oversight: Assist with the management of projects, external suppliers, tracking timelines, and deliverables to ensure project goals are met on schedule.
- Research Support: Conduct research on various topics to support business initiatives and strategic decision-making.
- Implementation Support: Help implement company policies or new systems within the organisation, ensuring smooth adoption and mínimal disruption.
- **Communication and Correspondence**:

- Internal Communications: Draft company-wide communications that reflect corporate goals and updates.
- External Liaison: Act as a liaison with external organisations and stakeholders, managing and fostering relationships.
- Presentation Preparation: Create and refine Keynote presentations and other materials used in executive meetings and external engagements.
- Design Partners: Liaise with external design partners to develop company marketing and promotional collateral.
- **Leadership and Development**:

- Act occasionally in a Chief of Staff capacity, representing the CEO in various forums.
- Engage in continuous learning and development to enhance personal skills and contribute to the organisation's goals.

**Skills and Qualifications**:

- Proven experience in an Executive Assistant or similar role, demonstrating capacity for high-level administrative support and project management.
- Excellent organisational, time management, and problem-solving skills.
- Strong communication abilities and adept at building relationships across different levels of an organisation.
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