Your opportunity to join our team at North Ryde
The Executive Assistant/ Office Manager will be a proactive and adaptable professional who ensures the seamless operation of the corporate office whilst providing high-level executive support to the CFO and CPO.
The ideal candidate will be someone who enjoys a broad, hybrid position and possesses strong business acumen and a positive, collaborative attitude.
Key responsibilities:
Provide comprehensive support to the CFO and CPO including complex diary management, arranging meetings, preparing agendas, and sourcing documents ahead of meetings while managing confidential correspondence and documents with discretion and professionalism
Coordinate and book internal and external meetings, calls, and MS Teams sessions, ensuring all logistics (invitations, venues, catering, flights, accommodation etc.) are organised for events such as departmental meetings, conferences Town Halls and training sessions
Arrange domestic and international travel including flight, accommodation, car rental, transfers, visas, and onsite meeting rooms for Executives and department teams
Process and submit expense claims and approve team expenses as required, maintaining compliance with company policy
Lead collaborative change management initiatives for office transformations by partnering with cross-functional teams and leadership to develop project plans, facilitate seamless transitions, and build organisational buy-in through transparent communication, strategic planning, and fostering a culture that embraces adaptive change while ensuring successful project outcomes
Lead Head Office operations and oversee facility management operations through collaborative partnerships with building management, contractors and service providers, coordinating maintenance, utilities, and infrastructure systems
Assist with the implementation, monitoring and reviewing of office policies and procedures, such as clean desk policies and safety protocols, etc.
Serve as a subject matter expert for enterprise systems including COUPA, CONCUR, HATCH, CLAUDE AI and ATPI travel booking platforms, providing advanced user support and delivering training to new employees on system functionality and best practices
Raise purchase orders and manage expenditure for Executives and anything Office related
Support the onboarding induction experience for new employees, including office tours, carpark orientation, amenities overview and ensuring access to all systems is complete
Coordinate catering for meetings and manage logistics for large bookings and corporate events including being available when Board and Committee meetings are taking place to help with coffee orders
Chicken Shop Management: Management and maintenance of chicken shop at North Ryde including monthly ordering, stocking freezers, communications to the office, and managing monthly open times
Provide backup support to reception, covering one hour each week (at lunchtime)
Key requirements:
Substantial experience supporting Executives within a corporate environment and excellent organisational skills with an ability to manage conflicting priorities and handle multiple tasks
Experience in office management responsibilities, facilities management, contract oversight, and supplier/vendor relationships
Skilled in developing consensus-driven, collaborative solutions that balance competing interests, address underlying concerns, and identify and implement process improvements within office administration while maintaining positive working relationships and advancing organisational goals
Experience in expense management systems such as Concur or similar (ADP experience preferred but not essential) along with document management platforms such as SharePoint.
Exceptional interpersonal and business relationship skills with a professional and positive demeanour and ability to work autonomously and as part of a team, demonstrating sound judgment and initiative
Advanced proficiency in Microsoft Office Suite and Microsoft Teams
Strong written and verbal communication skills, with attention to detail and accuracy
Strong project management skills
Happy to be office based 4 days a week
We're looking for people who are curious, caring, courageous and committed to join us; people who want to contribute their best work every single day and continue delivering deliciously good food that's...Always Good