WHEREFIT is one of Australia’s fastest-growing, HR SaaS platforms that is revolutionising fitness and wellbeing employee benefits. Our mission is to help working Australians get fit, active, and healthy, and we prioritise employee wellbeing above all else.

We're a home-grown, self-funded Australian startup that is proud to have reached our current level without external investment. With plans to triple revenue and double headcount this year, we're excited to enter the next growth phase on our own terms.

Since launching in 2017, WHEREFIT has quickly grown to become a trusted wellbeing partner at over 200 of Australia’s leading employers, including Woolworths, NAB, Australia Post, Westpac, Reserve Bank of Australia, Allianz, PwC, nbn, AMEX, EY, Lendlease, and more.

Our platform helps businesses provide their employees with exclusive corporate benefits at over 1,000 leading fitness and wellbeing brands, including HelloFresh, Anytime Fitness, Adidas, F45, ICONIC Sport, Speedo, UFC Gyms, Adore Beauty, Under Armour, and more.

We believe that a healthy and active lifestyle should be accessible to all, and we are committed to making this a reality for all working Australians.

Role

We are currently seeking an Administration Assistant to play a pivotal role in supporting our co-founders as we embark on a new exciting phase of growth!

In this multifaceted position, you will be required to provide comprehensive administrative and organisational support to our two co-founders and the business operations team, and to help drive efficiencies across the business. You will be key in ensuring our office runs smoothly and in fostering a positive and engaging team environment.

This role is ideal for a dynamic, proactive and detail orientated individual who thrives in a fast-paced and entrepreneurial environment, and is perfect for someone who is eager to expand their business acumen, learn about tech startups and potentially grow into a business operations role.

Responsibilities

• Provide support to our two co-founders managing a diverse range of personal and business related tasks, whilst ensuring sensitive and confidential information is handled with utmost integrity
• Provide support to our business operations team for projects aiming to drive efficiencies across all parts of our business
• Efficiently manage email correspondence on behalf of the co-founders, including organising and responding to emails, flagging important messages and following up as necessary
• Organise and maintain calendars, including scheduling appointments, meetings and managing meeting room booking system
• Arrange and manage travel arrangements and itineraries as required
• Track and reconcile expenses, including organising receipts and statements to ensure up to date financial records
• Prepare and organise essential documents, presentations and other materials as needed
• Oversee general office management tasks such as organising office supplies and liaising with vendors to ensure a well maintained and functioning office environment
• Take a leading role in planning and executing internal events and initiatives that enhance workplace culture. This includes organising team celebrations, team building activities and maintain a welcoming office atmosphere
• Provide support in HR related tasks such as recruitment and onboarding of new team members, contributing to the smooth operation of the human resources function
• Perform various administrative duties as required, demonstrating flexibility and a proactive approach to support the dynamic needs of the co-founders and the WHEREFIT team

• A positive can-do attitude and a passion for what WHEREFIT is trying to achieve
• 1+ year/s of experience in a support role such as office coordinator, receptionist, administrator or customer service, showing foundational skills applicable to this administration assistant role
• Proactive and strong initiative to learn and develop new and existing skills
• Excellent organisational and communications skills
• Capable of managing multiple tasks and priorities without compromising quality or efficiency
• Strong team player who values collaboration, contributes positively to the team dynamic and supports collective goals
• Digitally savvy and a quick ability to learn and understand new software tools
• Superior attention to detail

• Competitive remuneration package including base salary, bonuses and benefits
• Dynamic and vibrant office environment located in Fishburners, one of Australia’s leading startup co-working spaces in the Sydney Startup Hub
• Full member access to workshops and numerous learning, networking and startup community events within Fishburners and the Sydney Startup Hub (e.g. lunch and learns, Friday pitch nights, community social events such as Christmas and Halloween parties)
• Access to over 2,500 unique fitness and wellbeing perks on the WHEREFIT platform, and access to other retail and non-wellbeing related perks too
• Up to $1,200 annual subsidy for personal fitness/sport expenses
• Generous learning and development budget for external training courses
• Headspace premium subscription
• Monthly team lunches and social events

Job Description

General Summary:

The Administrative Associate provides administrative support for the Commercial functions in Australia and New Zealand. This position plays an important role ensuring the effective and efficient maintenance of departmental processes, procedures and programs. Interaction is with internal colleagues as well as external stakeholders including healthcare professionals and vendor agencies. The role requires flexibility and ability to multi-task, working at fast pace on time-sensitive matters while ensuring high attention to detail.

Key Duties and Responsibilities:

• Provide broad support to the Commercial functions, including coordination of day-to-day activities that lead to the completion of projects and tasks
• Manage processes for engagement with external parties (vendors and healthcare professional customers), including contract preparation and execution, vendor set up, service agreement preparation, purchase order requisition, and completing ‘after event’ reconciliation. These processes will be completed in a variety of software systems.
• Coordinate the calendars and schedule meetings for the Commercial functions. Administer key regular meetings (drafting agendas, attending meetings and taking minutes): Marketing Meeting, Sales & Marketing Teleconference, Operational Leadership Team meeting. 
• Manage the purchasing processes for all agreements for vendors and sponsorships. Track fees and invoices against PO and plan in Operational Expenditure tracker. Ensure POs closed out at end of month.
• Coordinate the administration of sponsorships undertaken by the Commercial team. This includes steering through internal approval process and execution with external stakeholders, liaising with internal colleagues for budget documentation, and execution of contracts and after-event reconciliation and documentation. Reporting of value exchange internally and where required, externally.
• Manage logistics for internal and external Sales and Marketing-led events (domestic and international) including cross-functional team meetings, advisory board meetings, educational meetings and local congresses. Sourcing venues, coordinating catering, organising parking, transfers. Provide assistance with staff travel arrangements and expenses.
• Coordinate inventory management of sales materials.
• Liaise with relevant international colleagues to carry out specific functions.

Knowledge and Skills:

• Excellent organisational skills that reflect ability to perform and prioritise multiple tasks with accuracy and attention to detail
• Ability solve problems and find solutions independently
• Proficiency in MS Word, MS Excel, MS Outlook, MS PowerPoint
• Versatile multi-tasker, comfortable in a fast-paced environment working on time-sensitive matters
• Effective interpersonal skills and the ability to build relationships with stakeholders including team-mates, international colleagues in medical and legal functions, external vendors and customers
• Strong written and verbal communication skills and demonstrated high proficiency for correct spelling, grammar, tone and syntax.
• Possess strong integrity and takes initiative to get tasks done, proactively tracks status of projects and solves problems to keep projects moving forward
• Is curious; open to and seeking to learn new things

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Company Information