Administrative Operations Manager

2 weeks ago

Sydney, New South Wales, Australia GroupM Full time

About Mindshare



Mindshare is a leading media investment management company that operates as part of the GroupM family, the largest media investment management company in Australia. Our core values are Energy, Empathy, and Impact, which serve as the foundation of our culture and extend to every aspect of our operations.



We offer the opportunity to work with some of the biggest household names across various industries. Our ambition is to help our partners achieve their goals through producing high-quality work and driving a positive impact on the world.



To achieve this, we prioritize the growth, development, and success of our employees. This is why we have a structured career framework and development program in place, including a clear career plan and access to local and global online learning platforms.



As an equal opportunities employer, we believe that diversity is vital and positively influences the environment in which we operate. We are committed to fostering a diverse and inclusive work environment that is free from discrimination, harassment, or bullying.



Executive Assistant / Office Manager Role

The Executive Assistant (EA) / Office Manager will primarily support the CEO and the Executive Leadership team by ensuring all administrative requirements are met, allowing the agency to be productive and efficient.



This role acts as an ambassador for the agency and may require working across multiple projects simultaneously. The ability to adapt and thrive in a dynamic environment is crucial for success.



Key Responsibilities:


  • Manage and prioritize the CEO's email, calendar, and internal/external communications seamlessly
  • Support the CEO in delivering and supporting direct reports and the executive leadership team
  • Prepare and attend meetings, including agenda preparation, minute-taking, presentations, and pitches
  • Oversee office managerial responsibilities, such as facilities liaison, stationery ordering, and maintaining a well-stocked snack area for the team
  • Lead best practice document/records management for the agency
  • Draft and distribute communications on behalf of the CEO and/or the agency
  • Manage and develop the agency's administrative support team members
  • Support the CEO and Executive Leadership team with administrative tasks related to staff and client surveys, annual agency strategy, and delivery
  • Successfully manage agency events, including the annual national conference, client-related events, Christmas parties, and staff away days
  • Manage ad-hoc whole-agency project management, including office refurbishments
  • Maintain the Australia website
  • Ensure the CEO stays 'in-market' through regular thought-pieces, industry events, and publications
  • BUILD TRUSTED ADVISOR RELATIONSHIPS WITH KEY STAKEHOLDERS WITHIN THE GROUPM AND WPP NETWORKS
  • Mainly maintain a strong relationship with key EAs from major stakeholders, including senior clients
  • Act as a point of contact for global partners, parent companies, and sister companies for marketing, new business, and general Australian market inquiries
  • Arrange regular meetings between the CEO and senior stakeholders of client businesses
  • Work with the CEO, Leadership Team, and wider agency network to ensure all agency-wide deliverables are met
  • Manage agency purchasing processes and procedures, including approvals for spends and monthly reconciliations
  • Manage agency events within budget
  • Approve office costs, ensuring suppliers align with agency codes and invoices come under the right budgets


Salary: $80,000 - $110,000 per annum



Please note that this salary range is an estimate based on industry standards and location. The actual salary may vary depending on individual factors.

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