Executive Assistant and Office Manager
2 days ago
An exciting opportunity for a confident, experienced Executive Assistant | Office Manager
**Your new company**
Industry leaders in structural engineering with a focus on providing quality buildings across numerous sectors, including education, infrastructure, health, aged care, land development, high-end residential and heritage departments. You will be working out of a bright and well-fit out office on St Kilda Road.
**Your new role**
The EA / Office Manager is responsible for ensuring the MD is working as productively as possible to achieve the business objectives and the growth of the business. You will also ensure the smooth running of the office on a daily basis, supporting and developing the business development, HR and marketing functions. Duties will include;
- Constructive daily interaction with MD to communicate priorities, issues and opportunities
- Calendar management for the MD to optimise workflow and business development opportunities, ensuring that calendars are kept up to date
- Organise meetings on behalf of the MD - prepare logistics, correspondence, materials and deliver any follow-up actions items
- Compile agenda and minutes for all relevant meetings and communicate these promptly
- Proofread communications and documents to be professional, clear, concise and correct
- Improve and develop systems and procedures to maintain an efficient processes for the MD
- Manage confidential or sensitive organisational matters professionally and tactfully
- Organise travel for the MD and team within agreed timeframes and budget
- Provide a welcoming office environment to staff and clients
- Manage the general functioning of the office (e.g. mail, couriers, fruit bowl, general supplies, stationery, meeting rooms, catering, audio visual and property matters)
- Organise social events and meetings such as the Christmas party and management meetings
- Organise and deliver weekly, monthly, quarterly and annual reports as required
- Managing Social Media Accounts and Website Content
- Creating and Maintaining Marketing Content and market research
- Assisting with bids and tenders
- Assisting in the management of projects
- Assisting with onboarding of new staff, HR contracts and queries, updating HR policies and procedures
- Assisting with finance
**What you'll need to succeed**
To succeed in this role, you will require extensive proven experience as an EA supporting at MD or C suite level and as an Office Manager. You will require adaptability and flexibility to manage situations as they come up and be able to multitask at a fast pace. Experience in HR, Finance and marketing would be desirable, as well as a high proficiency in office systems. You will also have a strong attention to detail and be comfortable working full time in the office in conjunction with the MD.
**What you'll get in return**
The opportunity to advance your career progression in a warm culture and utilise all your experiences and skills to effectively manage and support a knowledgeable managing director and vibrant office. A change to be part of a supportive team and contribute to industry leaders.
**What you need to do now**
At Hays, we value diversity and are passionate about placing people in a role where they can flourish and succeed. We actively encourage people from diverse backgrounds to apply
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