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Executive Assistant and Office Manager
2 months ago
Hickory is a leading property company in Australia, committed to innovation and excellence in building and construction. Our philosophy is 'MADE for LIFE,' reflecting our dedication to creating sustainable and efficient solutions for our clients.
Job OverviewThe Executive Assistant and Office Manager plays a critical role in ensuring the smooth operation of Head Office. This position is responsible for overseeing day-to-day administrative processes, maintaining a well-organized and productive work environment, and providing exceptional support to executives.
Key Responsibilities- Calendar Management: Efficiently manage schedules and appointments to optimize time use and task coordination.
- Meeting Preparation and Coordination: Organize and arrange meetings to maximize executive efficiency in decision-making and communication.
- Travel Arrangements: Facilitate travel arrangements to ensure smooth and productive trips.
- Office Management: Maintain a well-organized office environment for seamless operations and enhanced productivity.
- Document Preparation and Management: Handle document creation and management.
- Event Planning and Coordination: Manage and arrange events and functions, ensuring smooth execution and positive representation.
- Financial Record Management: Organize and manage financial records to ensure clarity and accuracy in financial operations.
- Support for Presentation and Reporting: Assist in preparing reports and presentations.
- Database Maintenance: Maintain databases for efficient record-keeping and data retrieval.
- Office Supplies and Inventory Management: Manage office supplies and maintain inventory for operational efficiency.
- Administrative Support: Provide comprehensive administrative support to ensure smooth business operations.
- Phone Handling and Call Management: Manage calls professionally and efficiently.
- Note-Taking and Minutes Management: Capture meeting minutes accurately.
- Training Coordination: Coordinate training sessions.
- Inbox and Calendar Clean-up: Manage the executive's inbox and calendar.
- Employee Liaison: Serve as a bridge between management and employees, ensuring smooth information flow.
- Manage Office Expenditure: Control and optimize expenses related to office amenities, supplies, and employee uniforms.
- Re-negotiate Supply Agreements: Optimize cost-effectiveness by renegotiating supply agreements as required.
- Coordinate Building Maintenance: Ensure a safe and functional office space in collaboration with internal and external stakeholders.
- Coordinate Office Design and Workspace Allocation: Optimize office layout for efficient workflow and employee satisfaction.
- Greeting Visitors to the Office: Create a welcoming environment for visitors and guests.
- Set Up Meeting Rooms: Ensure meeting spaces are organized and prepared for effective use.
- Mail Management: Receive and distribute incoming mail and coordinate outgoing mail and courier deliveries.
- Invoices: Log incoming invoices into accounting software.
- Manage Uniform Process: Streamline the onboarding process for construction workers and manage uniform distribution.
- A bachelor's degree in Business Administration, Management, or a related field; equivalent professional experience may substitute for formal education.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), calendar and scheduling tools, and experience with CRM, database, and office management software.
- Excellent written and verbal communication skills, with the ability to manage executive correspondence and stakeholder communications.
- High ethical standards with a strong sense of discretion and trustworthiness, especially when handling confidential information.
- At least 3-5 years of experience in managing a large office and providing executive support.
- Proven experience in overseeing day-to-day operations, coordinating various administrative tasks, and managing relationships with clients, visitors, and internal stakeholders.
- Familiarity with office management and accounting software, along with the ability to handle financial records and reports.
- Commitment to providing exceptional customer service to both internal and external customers.
- Experience in planning, coordinating, and executing events, ensuring a positive experience for all participants.
