Coordinator, Office Operations Executive Assistant

2 months ago

Waterloo, Australia RWS Global Full time

**Job Title**:Coordinator, Office Operations | Executive Assistant
**Reports To**:EVP, Sports Business Operations and EVP, Sports
**Working Hours**:Normal office hours are 09:00 to 17:00, Monday - Friday
**Place of Work**:Suite 6, 24/30 Wellington St, Waterloo NSW 2017, Australia
**Salary**: $65,000 - $75,000 AUD inclusive of superannuation
**Other**:Full Time

**ABOUT RWS GLOBAL**
As the world’s largest producer of groundbreaking live entertainment, RWS Global creates meaningful connections and customized experiences spanning from theatrical productions to events, multimedia and more. In 2024, the entertainment leaders expanded capabilities into live sporting events with the introduction of RWS Global Sports.

Headquartered in New York, London, Cincinnati and Sydney with dedicated RWS Studios in NYC and the UK to serve its vast talent pipeline and client base, RWS Global serves major brands and corporations, theatres, cruise lines, sports properties, live venues, parks, resorts and more. Offering end-to-end services from ideation to operations, RWS Global’s team of world-class designers, creators, producers and visionary talent provide unrivaled scale, producing over one million live moments every day and employing over 8,000 individuals worldwide.

**JOB SUMMARY**
RWS Global Sports is seeking a highly organized and detail-oriented individual to join our team as a **Coordinator, Office Operations | Executive Assistant**. This role is crucial in ensuring smooth daily operations of our office and providing comprehensive support to our executive team. Additionally, this position will assist our travel team with coordinating global travel logistics, ensuring a seamless experience for our team members.

**Role & Responsibilities**
**Office Operations**
- Manage daily office activities to ensure a well-organized and efficient workplace.
- Perform receptionist duties: greet visitors, answer and direct phone calls.
- Receive and sort incoming mail and deliveries and manage outgoing mail.
- Maintain office supplies inventory, anticipating needs, placing orders, and verifying receipt of supplies.
- Coordinate with IT and facilities teams to resolve any office-related issues.
- Oversee office maintenance and cleanliness, ensuring a professional environment.
- Organize and schedule meetings, appointments, and office events.
- Serve as the primary point of contact for office-related inquiries and requests.
- Develop office policies and procedures, and ensure they are implemented appropriately.
- Collaborate with global HR and Operations teams to ensure a seamless onboarding & offboarding experience for all team members.

**Executive Assistance**:

- Provide high-level administrative support to executives, including calendar management, expense reports, travel arrangements, and meeting coordination.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Handle sensitive information with the highest degree of integrity and confidentiality.
- Coordinate and facilitate executive meetings, including preparing agendas, taking minutes, and following up on action items.
- Assist the Global CEO with timely approvals, schedule and other administrative duties.
- Assist with special projects and initiatives as required by the executive team.

**Travel Logistics**
- Collaborate with the travel team to arrange and manage global travel itineraries.
- Ensure compliance with company travel policies and procedures.
- Coordinate travel logistics including flights, accommodations, and ground transportation.
- Provide on call support with travel-related inquiries and resolve issues that arise during travel.
- Maintain accurate records of travel arrangements and expenses.

**Qualifications & Skills**
- 2+ years of experience in office management, executive assistance, or related roles.
- Ability to quickly solve problems under pressure.
- Strong organizational and multitasking skills with a keen attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management software is a plus.
- Experience with travel coordination and logistics is highly desirable.
- Ability to work independently and as part of a team in a fast-paced environment.
- High level of discretion and confidentiality.

**_ Please Note: _**_While this is intended to be an accurate description of the job, this is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the position, and may require that other or different tasks be performed as necessary and assigned._

**DIVERSITY AND INCLUSION STATEMENT**
**DIVERSE IS WHO WE ARE**
Way more than a box to check, diversity is core to RWS Global culture. We value it, promote it, protect it and hire it. All differences are welcome here. We know for a fact that each employee’s individual background

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