Executive Assistant / Office Manager Job in Sydney Recruiting by EssenceMediacom

Description

Position at EssenceMediaCom

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  

 
  
 
Key relationships:   
 

• Report to: Managing Director Sydney  
• Partner with: EA to the CEO  

 
  
 
What we can offer you 
 

• Our ‘Strive’ flexible working policy 
• Learning and Development Academy 
• WPP Global Employee Discounts 
• Reconnect Program (work in our offices overseas) 
• Industry leading parental leave 
• Birthday leave, Summer days, Culture initiatives across the year 
• DE&I program

 
Apply now and send your CV via the link!