Chief Administrative Officer

**Our Next Chapter Awaits**

For over 60 years, our innovative solutions have empowered impactful connections between leading brands and their customers. As we reflect on our achievements, we're excited to embark on a new journey.

We're a global technology company dedicated to crafting dynamic customer experiences through digital hardware, content management systems, and industry-leading signage solutions. With presence in over 50 markets and 9 offices worldwide, our Sydney, Australia headquarters serves as the hub for our global operations.

Our values of family ownership and start-up spirit fuel our purpose: _Creating Connections. Empowering Partnerships. Always Evolving_. Through hard work, dedication, and creativity, we've become industry leaders with awards and records under our belt, while continually striving for growth and evolution.

We are a diverse crew valuing curiosity, charisma, authenticity, and imagination. We're enthusiasts of kindness, experts in our field, creators of innovative solutions, thinkers, challengers, collaborators, and over-achievers. Together, we revolutionize the way leading brands leverage technology to drive exceptional customer experiences.

Coates is seeking an experienced Executive Assistant to provide executive-level advisory support to our CEO and Owner. This role involves efficiently managing administrative responsibilities, ensuring smooth office operations, and serving as a trusted support system for the Senior Leadership Team.

**Job Responsibilities**:

• Calendar Management: Schedule and coordinate meetings, events, and travel arrangements for the CEO and Senior Leadership Team.
• Meeting Coordination: Arrange internal and external meetings, prepare meeting materials, ensure necessary technology, and organize follow-up actions.
• Leadership Off-Sites: Coordinate and execute leadership off-sites, company town halls, and EOY wrap-ups in collaboration with the CEO, SLT, and Internal Communications.
• Cross-Functional Projects: Assist with various special projects on behalf of the CEO/SLT, including client and internal events, charity events, and operational design of offices.
• Team Calendar Management: Ownership and management of the Senior Leadership Team calendar.
• Internal Communications: Work alongside the Chief Brand Officer & Communications Specialist to maintain internal communications for the global business, ensuring stakeholders are informed of leadership priorities, company strategy, and special announcements.
• Company Secretary Operations: Support Company Secretary operations for the global business, including director signature requests, Board meeting minutes.
• Administration Support Function: Manage the onsite Administration Support Function to ensure smooth HQ operations, proactively identify and resolve operational challenges, and manage office budget.
• Expense Approvals: Track and manage expense approvals for the Senior Leadership Team, including preparing expense reports and ensuring adherence to budgets.
• Leave Requests: Manage approvals for SLT leave requests.
• Client Interactions: Represent the business professionally in interactions with clients, partners, and other stakeholders when organizing external meetings.
• Confidentiality: Handle sensitive information with discretion and maintain confidentiality.

**Qualifications and Experience:**

• 10+ years experience as a full-time executive support ideally supporting a CEO/Founder in a fast-paced technology environment.
• Proficiency in Microsoft Office Suite (especially Outlook) and other relevant software (Slack, Canva, Confluence).
• Solid project management experience to efficiently coordinate and execute tasks.
• Strong communication experience to effectively liaise with stakeholders and streamline information flow.
• Management of people and delegation experience preferred but not essential.

**About Us**