Administrative Assistant

WELCOME

Company Overview

Charcoalblue was established in the heart of the UK theatre industry in 2004. Since then, we have carved out a reputation as the world's leading integrated Theatre, Acoustic and Experience Consultancy service.

We now operate as a cohesive and collaborative team across five international studios in the UK, USA, and Australia, delivering projects to every corner of the globe. Theatre, acoustic, project management and digital design runs in our blood and each one of us has at some point worked within the industry we now design for.

We provide a full spectrum of consultancy services from strategic analysis and creative concept generation through to detailed design and full project leadership. Simultaneously, we have the expertise to integrate world-class acoustic, technical, and digital design solutions from the outset.

Our Australian practice is based in the heart of South Melbourne, and as a small team of 8, we work across the Theatre Consulting and Acoustics Business Units.

Our Business Support Team manage the internal functions of Charcoalblue: Studios & Administration, HR, Training & Development, Finance, IT & Operations and Business Development & Marketing. The teams of each function are spread across all our studios and collaborate with each other and support the company globally.

Description of Role

As Administrative Assistant, you will be the supportive force for the Business Support needs of the Australian team.

You will ensure that all internal administrative processes, systems, and resources are maintained, and that the studio space is kept well-stocked and a welcoming environment for the local team and visitors.

You will be a key conduit between the local team and the Business Support Team, ensuring there is clear two-way communication of requirements and initiatives. You will be highly organized, ensuring that the Australian team initiatives are communicated, actioned, and completed with support and where needed guidance, from your Line Manager.

You will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. You will have prior experience performing administrative duties and providing support to management and upkeep of an office space.

To excel in this role, you will enjoy working in a fast-paced team environment, have excellent people skills, and be comfortable liaising with team members in various roles and levels of the business regularly. You will also be confident in being the first point of contact for internal and external queries, and understand how to maintain the day-to-day functioning of an office space.

Key Responsibilities
- First point of contact for visitors to the Studio, and to answer the phone and direct calls accordingly, and deal with queries and enquiries.
- Responsibility for keeping the studio kitchen, stationery, and cleaning supplies well-stocked.
- Responsibility for local studio day-to-day requirements including travel booking and logistics, accommodation booking and other travel requirements in line with Company policy, and facilities management.
- Assist on all local studio administrative and compliance matters including insurances, premises contracts, maintenance & utilities, and all other external stakeholder contracts.
- Responsibility for arranging internal and external (client) meetings, including coordination of diaries across time zones.
- Attend and minute key meetings as required (including Business Unit board meetings), aid in report compilation/research and attend presentations and training as required.
- Organize local team events like our annual holiday party, team-building activities and study tours.
- Support in data inputting/updating on local studio administrative tasks.
- Assist with regional & Business Unit specialist function administrative requirements as required (IT/Finance/HR/Training & Development/Marketing/Business Development).
- Assist on coordination with other administrative staff to ensure smooth operations and common approach on local and global culture and initiatives.
- Support on other project document preparation and ad hoc project or other research tasks.
- Work according to existing and forthcoming Partnership Handbooks and upholding the standards of our Quality Management System.
- Support on championing Equity, Diversity, and Inclusion initiatives in line with our existing internal policies and HR best practices.

Skills & Qualifications

Essential Experience
- Minimum 1-2 years of experience in an administrative receptionist, office assistant, or similar role, supporting the operations of an office location.

**Interpersonal Skills**
- Excellent verbal and written communication skills and comfortable being a first point of contact for external queries.
- Ability to maintain company and client confidentiality.
- Strong time management skills and the ability to organise and coordinate multiple projects simultaneously.
- Ability to work indepen