One-of-a-kind position, working for an iconic Director in the design industry!

Based on the fringe of the city centre, this mid-sized studio has recently moved into a stunning new space which affords breathtaking views of Melbourne, and they’re keen to appoint an adaptable and efficient Executive Assistant.

It’s a varied and multi-faceted role that includes EA support to the Director in addition to providing administration and management support to the studio overall. You’ll be responsible for streamlining and easing the Director’s time, allowing him to focus on optimal tasks, while also enhancing the smooth running of the office on a day-to-day basis.

Essential Skills & Experience:

• 6 years of experience as an EA, PA or Office Manager
• Exposure to Architecture, Design or Construction industry highly regarded
• Knowledge of a creative industry and the relevant processes involved
• Proficiency with Adobe Photoshop, Microsoft Office Suite, Outlook
• Strong project management and organisational abilities
• Technical efficiency with current audio/visual/software trends
• Client and customer focused
• Exceptional communication skills – verbal, written, listening
• Strong interpersonal skills and ability to build relationships
• Professional, polished, detailed, motivated and reliable

If you have a knack for streamlining processes that enhance a team’s efficiency and productivity and you have experience implementing strategic initiatives, this role will be perfectly aligned. They’re seeking a special person who can foster a warm, positive environment and support the studio’s growth. Someone who leaves a positive and lasting impression on everyone they meet and can connect and form relationships across all levels.

Key responsibilities for Executive Assistant aspects of the role include:

• Receive and greet guests
• Manage, screen and redirect all incoming calls and enquiries
• Email management - review, action, respond, file, archive
• Diary and Calendar management
• Travel management - flights, accommodation, visas, car hire
• Manage meeting rooms, including catering and AV
• Corporate event planning - entertainment, staff lunches, workshops, promotional events
• Collate and prepare information required for meetings - presentations, agendas, minutes
• Prepare Director’s timesheet
• Maintain requirements for registration and memberships

Given the deadline driven nature of the architecture industry, you will be an organised and methodical operator, with the ability to manage and coordinate workflow.

Key responsibilities for Studio Administrator/Coordinator aspects of the role include:

• Presentation of office - meeting rooms, styling, coordinating cleaners
• Diary and meeting room management for the studio
• Maintain studio equipment and facilities
• IT management - equipment, software and support (assisted by external consultants)
• Coordination of CPD and training for staff
• Assistance with project administration documentation as required
• On-boarding/Off-boarding of staff, staff reviews and catch up administration (if required)
• Implement health and safety protocols
• Attend industry events and networking opportunities to increase studio's visibility

You must be comfortable supporting business functions of the company and providing solutions while being able to operate under direction, work independently without need for supervision, and collaborate with the team. It’s a versatile role that requires switching between tasks and no two days will be the same!

This is a permanent position and given the nature of the role, you will need to be based in the studio on a full-time basis.

Salary expectations in line with the depth of your experience and skills but anticipated in the range of $90,000 - $100,000 plus Superannuation.

Blend your love of design with your drive to create efficient environments. We look forward to hearing from enthusiastic, self-driven, go-getters, as we know this role will suit them best!

Please note: We value diversity and encourage applications from all qualified individuals, including those from diverse gender identities, cultural and linguistic backgrounds, people with disabilities, members of the LGBTQIA+ community, veterans, and Aboriginal and Torres Strait Islander peoples.

Reference Number: 1039511

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