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Executive Assistant

2 months ago

Sydney, New South Wales, Australia Hapana Full time
About Hapana

Hapana is a pioneering software solution in the fitness industry, empowering gyms, studios, and franchises to unlock growth and efficiency. Our innovative platform has revolutionized the operations of multisite boutique businesses, including F45, Gold's Gym, BFT, STRONG Pilates, Vaura Pilates, KX Pilates, and more. By leveraging automated lead nurturing, captivating member experiences, multi-layered reporting, and advanced day-to-day operational controls, we assist in growing member communities, expanding location footprints, and boosting revenue.

We're committed to fostering growth for our teams and clients through innovation and teamwork. As a global company, we rely on open communication and people speaking up.

Job Summary

We're seeking a highly organized and detail-oriented Executive Assistant & Events Coordinator to provide comprehensive support to the CEO and manage office and event operations. The ideal candidate will be proactive, able to manage multiple priorities in a fast-paced environment, and possess excellent written and verbal communication skills.

Key Responsibilities
  • Provide high-level administrative support to the CEO, including calendar management, meeting scheduling, and document preparation.
  • Organize and prioritize incoming information, ensuring executives are aware of critical tasks and deadlines.
  • Coordinate and prepare materials for meetings, including agenda development and minute-taking.
  • Coordinate and book flights, accommodation, and transportation for employees globally in accordance with company travel policies.
  • Handle confidential and sensitive information with discretion.
  • Assist with special projects and initiatives as directed by the CEO.
  • Oversee day-to-day office operations, ensuring the office environment is well-maintained and running smoothly.
  • Manage office supplies, vendor relationships, equipment maintenance, cleaning, and repairs.
  • Coordinate office layout, seating arrangements, and office-related services.
  • Organize and execute office events, team building activities, trade shows, networking events, and annual client conferences.
  • Liaise with venues and vendors to manage event setup, booth requirements, and other logistics.
  • Organize the production and distribution of event materials, such as flyers, brochures, and branded merchandise.
  • Perform any additional tasks as assigned by management.
Qualifications & Requirements
  • Proven experience as an Executive Assistant, Event Coordinator, or a combination of the two.
  • Exceptional organizational 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 prioritize effectively in a fast-paced environment.
  • Trustworthy with the ability to handle confidential and sensitive information.
  • Bachelor's degree preferred, or equivalent experience.
  • Experience in the fitness industry would be preferred.
  • Familiarity with project management tools like Asana, Notion, Trello, or Monday.com.

This role will require you to be in the office 4 days a week in Green Square.

If you have the experience and skills we're looking for, we want to hear from you. We thank you in advance for taking the time to apply. Only shortlisted candidates will be contacted for an interview. No recruitment agencies please.