High-Performance Administrative Coordinator

4 weeks ago


Sydney, New South Wales, Australia Hapana Full time

About Hapana

Revolutionising the Fitness Industry

Hapana is a software solution that empowers gyms, fitness studios, and franchises to unlock growth and efficiency. Our platform uses automated lead nurturing, captivating member experiences, multi-layered reporting, and advanced day-to-day operational controls to drive business success. With a strong focus on innovation and teamwork, we're committed to fostering growth for our teams and clients.

Job Summary

We're seeking a highly organised Executive Support and Event Coordinator to provide comprehensive support to our CEO and manage office and event operations. The ideal candidate will be proactive, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Main Responsibilities

  1. Provide high-level administrative support to the CEO, including calendar management, meeting coordination, and document preparation.
  2. Organise and prioritise incoming information, ensuring executives are aware of critical tasks and deadlines.
  3. Coordinate and prepare materials for meetings, including agenda development and minute-taking.
  4. Coordinate and book flights, accommodation, and transportation for employees globally in accordance with company travel policies.
  5. Handle confidential and sensitive information with discretion.
  6. Assist with special projects and initiatives as directed by the CEO.
  7. Oversee day-to-day office operations, ensuring a well-maintained and running smoothly.
  8. Coordinate office events, team building activities, trade shows, networking events, and annual client conferences.

Requirements

  • Proven experience as an Executive Assistant or Event Coordinator, or a combination of the two.
  • Exceptional organisational skills and attention to detail.
  • Excellent written and verbal communication skills.
  • Strong problem-solving abilities with a high degree of professionalism.
  • Proficient in Microsoft Office Suite and calendar management tools like Google Workspace or Outlook.
  • Ability to multitask and prioritise effectively in a fast-paced environment.
  • Trustworthy with the ability to handle confidential and sensitive information.


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