Candalepas Associates is an internationally recognised architectural practice with multiple government and high-profile public engagements. It has studios in Sydney and Melbourne. We are seeking an experienced and highly capable Executive Assistant to the Director to provide exceptional executive and administrative support in a fast-paced, design-led environment. It is an office of high level architectural and professional performance with a reputation for precision and professionalism.
This is an important role within the practice, supporting the Director across all professional and confidential affairs, acting as a key point of contact for clients, consultants and stakeholders.
The Role
Reporting directly to the Director, you will be responsible for ensuring interactive, seamless and highly communicative day-to-day support. The role requires effective time management for the candidate and the Director's work and proactive coordination of people, information and priorities within a highly collaborative environment. You will work closely with Principals and senior leadership to maintain an efficient administrative workflow and represent the practice with the highest level of professionalism to all external agencies, government, clients and sub-consultants.
Key Responsibilities
* Comprehensive and effective diary and time management for the Director
* Coordinating internal and external meetings, presentations and engagements
* Efficiently, promptly and effectively managing the Director's correspondence, inbox and contacts
* Arranging domestic and international travel, accommodation and logistics (itinerary, meetings, conferences etc)
* Preparing, formatting and managing the director's and any other designated correspondence, fee proposals and reports
* Liaising professionally with clients, consultants and stakeholders
* Maintaining filing systems, job registers and SharePoint records
* Assisting with office operations, meeting rooms, mail, couriers and supplies
* Supporting events, mail-outs and special projects as required
* Upholding confidentiality, quality assurance standards and WHS obligations
About You
You are highly organised, proactive and discreet, with the confidence to operate independently while supporting senior leadership. You thrive in a dynamic environment, can anticipate needs, and take pride in delivering work of the highest standard.
You will always have a respectful and professional presentation, possessing a high order capacity of taking information which is incomplete and managing a complete outcome to a high professional level. This includes an innate sensibility for excellent graphical and personal communication skills regarding any presentation, presentation of correspondence, grammar, formatting and precision of intended meaning.
Skills & Experience
* 3–5 years' experience in a similar executive assistant or senior administrative role, ideally within the industry
* Advanced proficiency in Outlook, Word, Excel, PowerPoint and SharePoint
* Strong written and verbal communication and presentation skills
* Proven ability to manage complex schedules and balancing competing priorities
* High order of attentiveness to detail, professionalism and commercial interactions
* Ability to exercise sound judgement on the subject of confidentiality and general professional behaviour.
* An ability to exercise sound judgement as to communication with the Director.
Desirable:
* Experience using InDesign and Adobe Acrobat
* Experience within architecture, design or design-related professional services
What We Offer
* A key role supporting one of Australia's leading architectural practices
* Exposure to high-profile projects, industry leaders and government agencies.
* A collaborative, professional and respected design-focused studio environment
* Sydney-based role with possibilities to be a Melbourne based position.
Please contact Tom Hui via or if you have further queries regarding the position.