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Administrative Coordinator

2 months ago

Council of the City of Sydney, Australia RWS Entertainment Group Full time
About RWS Entertainment Group

RWS Entertainment Group is a leading global producer of live entertainment, creating meaningful connections and customized experiences for clients across various industries.

With a presence in New York, London, Cincinnati, and Sydney, the company serves major brands, corporations, theatres, cruise lines, sports properties, live venues, parks, and resorts, offering end-to-end services from ideation to operations.

The company'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 Entertainment Group is seeking a highly organized and detail-oriented individual to join our team as an Administrative Coordinator, Office Operations Specialist, or Executive Assistant. This role is crucial in ensuring smooth daily operations of our office and providing comprehensive support to our executive team.

Key Responsibilities
  • Office Operations:
    • Manage daily office activities to ensure a well-organized and efficient workplace.
    • Perform receptionist duties, including greeting visitors and directing 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.
  • 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.
  • 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.
    Requirements and Qualifications
    • 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.