Office Operations Manager

2 weeks ago

Sydney, New South Wales, Australia Mable Full time
About the Role

We're seeking an experienced Office Operations Manager to provide high-touch administrative support to our CEO and Executive Team.

The successful candidate will be a proactive problem solver, an excellent communicator, and a dependable team player.

This role reports to the Head of People, working in a hybrid manner with 3 days in office required.

Key Responsibilities
  • Provide administrative support to the CEO and Executive Team, including managing calendars, scheduling appointments, and arranging travel.
  • Act as the first point of contact for the CEO, handling internal and external stakeholders through managing phone and email correspondence.
  • Prepare and edit documents, reports, and presentations.
  • Coordinate and manage external meetings, including board meetings and committee meetings.
  • Work with the Executive Team to coordinate and facilitate internal meetings, oversee calendars, define objectives, purpose, and agendas for maximum effectiveness.
  • Create a consistent, systematic process for external and internal meetings, drafting prep materials and agendas in advance, recording notes, and keeping meetings on track, and following up for successful completion of action items.
  • Maintain confidentiality and handle sensitive information with discretion.
  • Prioritize conflicting needs and handle matters expeditiously, proactively, and follow-through on actions to successful completion.
  • Develop best practices for communication, documentation, and information sharing across the organization.
  • Coordinate company-wide meetings and in-office/team activities (logistics, content, preparation).
  • Conduct research and provide support on special projects as directed by the CEO and Executive team.
  • Office administration and facilities management duties include greeting visitors, maintaining the reception and office area, managing mail, keeping the office fridge stocked, and facilities running smoothly, and overseeing office policies such as WHS.
Requirements
  • Minimum of 5 years of experience as an Office Manager, Executive Assistant, or similar administrative role.
  • Strong understanding of office management and procedures.
  • Excellent verbal and written communication skills, including the ability to compose and edit correspondence and documents.
  • Excellent organization and time management skills, with the ability to manage multiple priorities and meet deadlines.
  • High degree of professionalism and ability to maintain confidentiality.
  • Strong interpersonal skills and ability to work collaboratively in a team environment.
  • Proficient in the Google Suite (docs, sheets, and slides) and other business productivity software (trello, miro, figma).
  • Proven ability to prioritize and manage multiple tasks simultaneously.
  • Experience coordinating travel arrangements and organizing events.
  • Experience managing sensitive and confidential information.
  • Ability to form relationships and influence a diverse range of peers and stakeholders.
About Mable

Mable is an equal opportunity employer. We find excellence in diversity and are committed to creating an inclusive environment for all employees and candidates.

People with lived experience of disability or personal experience with the aged care system are strongly encouraged to apply.

We take pride in highlighting our dedication to our policies, fostering flexible work arrangements, and championing inclusive practices for women in tech.

If this role has stood out to you but you don't feel like you 'tick all the boxes', we strongly encourage you to apply nonetheless. We value diversity across experience and you might well bring something to the Mablehood we are looking for.

We are a 2023 Circle Back Initiative Employer – we commit to respond to every applicant.

About Mable

Careers Page - https://bit.ly/3Mz8Ym1

Glassdoor - https://bit.ly/3z0K328

YouTube - https://bit.ly/34L7DlP

Instagram - https://bit.ly/3pgAOXk

Facebook - https://bit.ly/3ic6LhQ

LinkedIn - https://bit.ly/3ie6Q4U

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