EssenceMediaCom Careers - EssenceMediacom | Executive Assistant / Office Manager

EssenceMediacom | Executive Assistant / Office Manager

Description

Your new opportunity

The EA/Office Manager is responsible for supporting the Sydney Managing Director & ensuring the smooth operation of the Sydney office.

The position provides executive support to the Sydney Managing Director, as well as day-to-day office management. Reporting to the MD, the role involves confidential information, as well as engagement with clients, and internal stakeholders.

This is a fast-paced, dynamic roll, in a Sydney agency of 300+. To enjoy this role, you will need to love the diary management game of Tetris, be organised & able to prioritise asks to deliver business outcomes, and be a natural communicator.

You will play a fundamental role to all administration functions of EssenceMediacom. We are looking for an Office Manager to organise and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organisational effectiveness, communication, and safety. You will be responsible for the day to day running and operation of the Sydney office, and the administrative, people and culture initiatives that are aligned to this role.

This is a role that offers you the opportunity to be a creator and supporter of our passionate and innovative corporate culture.

What will make you stand out

Your ability to partner with the MD as their EA.
Your ability to take a list of ‘to dos’, prioritise which is important and manage expectations to get what matters done.
Your ability to manage a dynamic diary & effectively communicate with clients and team to ensure their needs are met and they feel like a priority.
Expense claim management for agency leadership – Exco.
Your professional but warm communication style.
Your eagerness to project manage internal launches and industry events, including major meeting preparation – printing, room set up, catering requirements: QBRs, ExCo, pitches, major internal events etc
Managing meeting room bookings – in the event of clashes: managing priorities
EA support to the CEO, when the EA to the CEO is on leave
Your efficient office management & admin capability
Your organisational leadership of the office operations ie regularly check AV/IT equipment in meeting rooms, ensure faults are logged and dealt with efficiently and keep the Sydney team informed
Create and deploy systems that allow people to follow process and self-manage administrative tasks (booking couriers/ordering catering/ prepping meeting rooms)
Sydney Purchase Card reconciliation
Stationery orders and maintenance
Kitchen stock orders and maintenance (+ alcohol orders)
Induction/onboarding and settling in of all Sydney new starters
Liaison with building management on works, maintenance, and access for contractors etc
Booking all travel for the Sydney based team
Your ability to lead the whole of agency culture to
Champion office cleanliness and encourage staff to take pride in their surroundings. Ensuring the office space, kitchens and meeting rooms are clean and presentable always
Help organise reward and recognition ie Sydney client and internal team gifts

To love this job, you need to be

Adaptable – Able to poritise and be flexible where required to deliver projects in a timely manner
Organised – Excellent attention to detail
Pragmatic - Focussed on simplifiying things to make them more effective
Collaborative – forming a strong bond with the Sydney MD, and the Sydney agency more broadly
Professional – with strong written and verbal communciation skills. The role requires collaobration with clients and internal stakeholders alike
Confident – able to manage conversations with senior stakeholders and help lead the Sydney agency culture