Charles Elena is a leading digital brand agency in Melbourne. We are looking for a part-time (four day week) Administrative Assistant, who can confidently manage our day-to-day Office Space, reporting processes and help co-ordinate client events, Accounts Payable, Account Receivable, Admin Functions. Someone who is super comfortable with understanding our clientele and production processes and acting as an extension of our finance/accounting function as well as providing general support to our creative studio and directly help with event management reporting to our company’s Director.

Why come work with us?

You would be working alongside a friendly team of creatives based in the heart of the CBD, with exposure to a diverse mix of projects and distinguished brands. This is an opportunity for a self-motivated and resourceful individual to take ownership of our back-office processes, helping us improve automation and providing our busy team with the tailwind it needs to keep clients happy and fully serviced.

What would you be responsible for?

• Responsible for the AP and AR processes, especially collections
• Bank and Credit Card reconciliations
• Expense management (collating and submitting receipts for reimbursement)
• Maintaining licences, registrations, insurances

• Assisting management with daily operations and office-related activities
• General admin duties such as answering phones, emails, filing, reporting, ordering office supplies, procurement and organising printing and promotional items
• Managing the client quotation process (configuring pricing, providing estimates and quotation)
• Monitoring and maintaining our project management system (Paymo)
• Key finance functions, including but not limited to:
• Reporting to the Directors and Managers on a daily basis.
• Helping organise client events globally. At times just organising the ordering and delivery of promotional items, all the way to organising entire events with Venue, AV, end-to-end all inclusive event delivery.

Event experience:

Help co-ordinate client events globally. Assist with all vendor coordination, pricing, on site help. Food, flowers, Bev, AV, furniture etc.

Studio management:

Keep the studio tidy

Offer coffee and tea to clients

Make sure office is stocked with water, coffee, tea, paper towels fruit for staff.

Prepare meeting rooms for staff and client meetings

Executive assistant

Get printing quotes

Send items to print

Prepare estimates

Take meeting minutes and action items spoken of in meetings.

Provide any assistance directors need

Get food daily

Account Management

Liaising with clients to coordinate print items, videography, photography and event items

Program experience

Fluent in Microsoft suite

- excel, ppt, outlook and word.

Xero experience a bonus

Design experience a bonus

What are we looking for?

• Strong organisational skills
• Excellent communication skills, written and verbal
• Advanced Excel skills and handy with complex formulas and spreadsheet structures
• Proficient in document formatting for the purposes of drafting letters
• Sound understanding of administrative processes and compliance standards
• Proficient working in Xero platform
• Paymo experience a definite advantage
• Minimum of 3 years experience working in a similar role
• Event experience
• Design experience or from a design or advertising background an advantage.

Note:

• Remote work is not on offer, although some work-from-home flexibility may be extended
• Working hours are typically between 9am and 5.30pm, weekdays, and this role is for four days a week, Monday-Thursday

This position is suited to a person who loves a fast-paced, busy work environment. If you are excited by this opportunity and have the right skill set, please hit “Apply” and attach your resume.

Due to the high volume of applicants we generally receive, please be aware that only shortlisted candidates will be contacted.