Studio Executive Assistantjust Posted

3 days ago

Sydney, New South Wales, Australia Bespoke Careers Full time

Position Overview
We are seeking a highly organised and proactive Studio Executive Assistant to support the leadership team within a dynamic architectural studio environment. This role is pivotal in ensuring the smooth operation of executive functions, studio coordination, and cultural initiatives. The successful candidate will be a confident communicator, skilled in managing relationships, logistics, and studio-wide activities with discretion and professionalism.
Roles and Responsibilities
Executive Support
Provide executive assistance to Directors, including diary and meeting room management
Schedule internal and external meetings, appointments, presentations, and travel (domestic and international)
Manage studio credit card usage in line with approval protocols
Process Director timesheets, expense claims, leave applications, and credit card reconciliations
Format and edit documents and presentations
Take meeting minutes and manage follow-ups
Support Associates and studio executives
Liaise with legal, finance, IT, People & Culture, and Business Development teams as needed
Events
Coordinate internal and external business development and client events
Organise studio functions for clients, consultants, and key contacts
Maintain studio calendar for talks, CPDs, and presentations
Plan and execute internal staff events including monthly lunches, staff meetings, Friday talks/drinks, and seasonal celebrations
People & Culture
Assist with recruitment, team development, and performance review coordination
Promote studio collaboration and a positive workplace culture
Update studio seating plans and manage wellness initiatives
Maintain and update the Sydney Studio Hub (intranet)
Facilities Management
Liaise with building management, suppliers, and internal teams to ensure smooth studio operations
Coordinate maintenance, upgrades, and repairs of premises and equipment
Provide reception relief as required
Ensure compliance with health and safety standards
Support the upkeep of a clean and organised studio environment
Skills and Experience
Bachelor's degree or diploma in a relevant field
2–5 years' experience in a studio or executive assistant role
Demonstrated expertise in event coordination and management
Strong organisational and time management capabilities
Excellent written and verbal communication skills
High level of discretion and confidentiality
Meticulous attention to detail
Proficiency in Microsoft Office Suite and Adobe software
Indesign skills highly regarded
Professional presentation suited to front-of-house responsibilities

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