Executive Assistant to the CEO and Office Manager

Location: Sydney

Employment: Full-time

Your team: You will work closely with the CEO, Leadership Team, and the broader business from the Sydney Office.

Purpose of role

The Executive Assistant / Office Manager will support the CEO, Sydney-based leadership team members as well as the smooth operation of the Sydney office. The position provides high-level executive support as well as administrative support to the leadership team and day-to-day office management. Reporting directly to the CEO, the role involves confidential, high-level information, as well as engagement with Board members, customers, and suppliers. This is a diverse, hands-on role which requires professionalism, interpersonal skills, energy, and attention to detail.

Key responsibilities

Executive Assistant

  • Day-to-day CEO diary management, including scheduling meetings
  • Act as a liaison between the CEO and internal/external stakeholders, maintaining clear communication
  • Monitor and manage the CEO’s inbox, flagging important items and responding when appropriate
  • Support administration of expenses for the CEO
  • Prepare and edit documents, presentations and reports for the CEO
  • Supporting Sydney-based leadership team members
  • File management
  • Take meeting minutes and follow up on meeting actions
  • Well-developed liaison skills, including excellent communication skills with a range of stakeholders
  • Excellent time management skills including working to deadlines, always attending to detail
  • Demonstrated writing skills and advanced MS Office skills
  • Proactive, collaborative mindset and demonstrated capacity to work independently and within a team environment
  • Liaise with stakeholders for Board requirements, including setting Board dates, arranging the signing of resolutions, board packs, and ad-hoc meetings
  • Assist with the preparation and formatting of presentations, letters and reports as required in compliance with the standard requirement.

Office Manager

  • Being the go-to person for all Sydney office-related enquiries within the TEM team
  • Act as point of contact with Landlord in liaising with lease-related matters, including lease renewals, etc.
  • Act as point of contact with Building Management to ensure smooth operations in the Sydney office
  • Act as point of contact in the Sydney office to set up training, and meetings and implement initiatives set out by the team
  • Being the first point of call for Digital & Technology and other IT services in the Sydney office. Work closely with IT in running ad-hoc projects when required
  • Onboarding and set up of new employees – arrange all equipment and access requests are in place for new starters
  • Manage and own relationships with all Australia-based vendors and service providers
  • Manage stationery and office equipment/kitchen supplies and other office-related deliveries
  • Manage internal and external event operations, including booking meeting rooms, organising venues, accommodation, travel, food, guest lists, event-related marketing and sponsorship requirements, and budgets for end-of-year client events, team off sites, external conferences, days of significance and social events
  • Manage, direct and mentor other Team Assistants. Ensure quality of work and support is of a high standard. Identify areas of development and work together to achieve the best support possible for the team.
Other duties

Fulfil other duties as required by management and other department personnel as requested/required.

Your Skills & Experience

The successful applicant will be a results-focused Executive Assistant professional with advanced computer skills. You will be a friendly, confident, and articulate team player for whom no job is too menial and no task is too daunting. Dealing with the business’ day-to-day operations, you will hold a high level of professionalism, initiative, and forward-thinking.

Key attributes include:
  • A positive “can-do” attitude
  • Professional approach
  • A people person
  • Ability to adapt swiftly to evolving situations
  • Ability to work under pressure
  • Organisational and time management skills
  • Excellent attention to detail
  • Confident manner
  • Positive approach to change
  • Work with a high level of discretion and integrity
  • Excellent interpersonal and communication skills
Key experience required from applicants for this role:
  • 2 years+ experience as an Executive Assistant or in a similar role
  • CEO or senior leadership team member diary management experience
  • Experience in correspondence management
  • Experience in taking meeting minutes
  • File management experience
  • Demonstrated ability to be proactive and use your initiative
  • The ability to consistently maintain absolute discretion
  • A collaborative approach to working with stakeholders, both externally and internally
  • Excellent written and verbal communication skills and outstanding interpersonal skills
  • The ability to be both a team player and a leader
  • The ability to operate as a self-starter who can work unsupervised while learning, adapting and thriving in a fast-paced environment
  • Advanced Microsoft 365 skills, including highly advanced PowerPoint presentation and report preparation skills
  • Event logistics coordination skills
How to Apply

To apply for this role please email a cover letter and your resume to careers@tem.com.au. Applications close Monday 15 April, 2024.