Executive Assistant / Office Manager Job in Sydney Recruiting by Appian

Here at Appian, our core values of Respect, Work to Impact, Ambition, and Constructive Dissent & Resolution define who we are. In short, this means we constantly seek to understand the best for our customers, we go beyond completion in our work, we strive for excellence with intensity, and we embrace candid communication. These values guide our actions and shape our culture every day. When you join Appian, you'll be part of a passionate team that's dedicated to accomplishing hard things. Coming on board to a team within the Appian Corporate department means you'll be doing work that directly impacts the overall business. We are a people-first organisation, committed to providing a first-class employee experience. Our top priority is ensuring our people and the business are equipped with the tools, resources, and processes needed to thrive. Join us, as we work collaboratively to grow Appian across the world.
The Executive Assistant / Office Manager will provide support to the entire corporation by maintaining welcoming and functional office environments, providing inter-departmental and Executive/Leadership administrative support, executing facilities tasks and collaborating across teams to coordinate events. The ideal candidate will be a detail-oriented self-starter with strong communication and interpersonal skills, capable of communicating effectively across teams and with individuals across all levels of the organisation. This role acts as an intermediary between Appian employees and customers, prospects, partners, suppliers and third parties. This full-time position is based in Appian’s APJ headquarters in Sydney.
To be successful in this role, you will :


Prepare and coordinate Executive/Leadership and intra-departmental key meetings and events as needed, including meeting prep, meeting room bookings, meeting documentation, and other special requests as needed


Manage calendars, travel, expenses, and invoice processing of APJ Executives/Leaders as needed, and coordinate schedules of visiting Executives/Leaders


Coordinating employee, customer and partner events


Provide support with internal communications and other special projects as assigned by the Executive/Leadership team


Maintain accurate records of all building access requirements for employees


Assist with ensuring security and health and safety procedures are followed throughout Appian office environments


Collaborate with other Workplace team members on driving and supporting Appian initiatives; coordinate and implement renovations, improvements, office moves, and other facilities-related projects under the direction of RE and Facilities leadership


Book and invoice remote daily workspaces and conference rooms


Maintain physical workstation/office-numbering system, database, floor plans and seating charts using our facilities management tools/software


Assist with on-boarding and off-boarding of employees


Monitor and maintain the office environment, ensuring cleanliness, stocking of supplies, integration of sustainability initiatives, and other required duties


Greet and direct visitors, including customers, prospects, partners, suppliers, third parties and job candidates


Handle outgoing and incoming mail and deliveries


Organise catering and support for other engagement initiatives


Provide support for all offices in APJ


Basic Qualifications :


Bachelor’s degree


3-5 years of experience with Executive Assistance, Workplace Operations, or in a relevant related position


Strong and precise organisational, interpersonal and communication skills


Must lead with a strong customer service approach and must work well under pressure


IT skills, including familiarity with the Microsoft Office and Google Workspace


Must be able to lift ~12kg


Tools and Resource

Training and Development: During onboarding, we focus on equipping new hires with the skills and knowledge for success through department-specific training. Continuous learning is a central focus at Appian, with dedicated mentorship and the First-Friend program being widely utilized resources for new hires.
Growth Opportunities: Appian provides a diverse array of growth and development opportunities, including our leadership program tailored for new and aspiring managers, a comprehensive library of specialized department training through Appian University, skills based training, and tuition reimbursement for those aiming to advance their education. This commitment ensures that employees have access to a holistic range of development opportunities.
Community: We’ll immerse you into our community rooted in respect starting on day one. Appian fosters inclusivity through our 8 employee-led affinity groups . These groups help employees build stronger internal and external networks by planning social, educational, and outreach activities to connect with Appianites and larger initiatives throughout the company.

About Appian
Appian is a software company that automates business processes. The Appian AI-Powered Process Platform includes everything you need to design, automate, and optimize even the most complex processes, from start to finish. The world's most innovative organizations trust Appian to improve their workflows, unify data, and optimize operations—resulting in better growth and superior customer experiences. For more information, visit appian.com . (Nasdaq: APPN)
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Appian Corporation is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, genetic information, or any other characteristic protected by law. Further, Appian will not discriminate against applicants for inquiring about, discussing or disclosing their pay or, in certain circumstances, the pay of their co‐worker, Pay Transparency Nondiscrimination . Appian provides reasonable accommodations to applicants and employees in accordance with all applicable laws .
If you need a reasonable accommodation for any part of the employment process, please contact us by email at [email protected] and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this email address.
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