Job Title: Executive Assistant to the CEO

Location: Darlinghurst, NSW.

Travel: Some travel could be required to New Zealand, USA, UK or Europe.

About the Role

Dive into a pivotal role at Simple Machines as an Executive Assistant, where you’ll be working directly with the CEO and a global team working with clients to unlock the future of data and AI.

Partnering directly with the CEO, you'll manage important projects, improve how we communicate within the team, and lead initiatives that impact our business directly. This role is perfect for those looking to advance their career in a vibrant, fast-paced setting that encourages innovation and growth. Enhance the CEO's ability to lead and expand the company by providing comprehensive support that encompasses administrative tasks, strategic project involvement, and personal assistance, all aimed at maximising efficiency and effectiveness at the executive level.

Company Overview

Simple Machines is a leading independent boutique technology firm with a global presence, including teams in London, Sydney, and New Zealand. We specialise in creating technology solutions at the intersection of data, AI, machine learning, data engineering, and software engineering. Our mission is to help enterprises, technology companies, and governments better connect with and understand their organisations, their people, their customers, and citizens. We are a team of creative engineers and technologists dedicated to unleashing the potential of data in new and impactful ways. We design and build bespoke data platforms and unique software products, create and deploy intelligent systems, and bring engineering expertise to life by transforming data into actionable insights and tangible outcomes. We engineer data to life™.

Key Responsibilities: 

• Administrative and Strategic Support:
• Manage the CEO’s calendar across multiple time zones, ensuring efficient scheduling of meetings, appointments, and travel.
• Serve as the point of contact among executives, employees, clients, and other external partners, managing information flow in a timely and accurate manner.
• Prepare and edit communications, correspondence, reports, and presentations.
• Organise meetings, including managing logistics and documenting minutes when necessary.
• Project and Team Involvement:
• Take on special projects with strategic importance, from planning through to execution.
• Build collaborative relationships with team members and external partners, fostering a teamwork-driven environment.
• Participate in HR and cultural initiatives to enhance workplace dynamics and employee engagement.
• Personal Assistant Tasks:
• Handle personal scheduling and ah hoc tasks to streamline the CEO's daily activities. This can involve coordinating dry cleaning, car insurance, organising lunches, or other tasks that relate to the smooth running of the CEO’s life.
• Event Management:
• Event Planning: Organise and coordinate internal and external events, including logistics, guest lists, venue booking, and on-site coordination.
• Conference Coordination: Manage arrangements for conferences, including travel, accommodations, registration, and preparing materials for presentations.
• Team Offsites: Plan and execute offsite meetings and team-building events to foster team interaction and strategic planning.
• Project Coordination:
• Project Oversight: Assist with the management of projects, external suppliers, tracking timelines, and deliverables to ensure project goals are met on schedule.
• Research Support: Conduct research on various topics to support business initiatives and strategic decision-making.
• Implementation Support: Help implement company policies or new systems within the organisation, ensuring smooth adoption and minimal disruption.
• Communication and Correspondence:
• Internal Communications: Draft company-wide communications that reflect corporate goals and updates.
• External Liaison: Act as a liaison with external organisations and stakeholders, managing and fostering relationships.
• Presentation Preparation: Create and refine Keynote presentations and other materials used in executive meetings and external engagements.
• Design Partners: Liaise with external design partners to develop company marketing and promotional collateral.
• Leadership and Development:
• Act occasionally in a Chief of Staff capacity, representing the CEO in various forums.
• Engage in continuous learning and development to enhance personal skills and contribute to the organisation's goals.

Skills and Qualifications:

• Proven experience in an Executive Assistant or similar role, demonstrating capacity for high-level administrative support and project management.
• Excellent organisational, time management, and problem-solving skills.
• Strong communication abilities and adept at building relationships across different levels of an organisation.
• Proficient in MS Office and other business communication tools.

Education:

• Bachelor’s degree or equivalent preferred.

Offering:

• A competitive salary and benefits package.
• Opportunities for personal and professional growth within a dynamic and supportive environment.
• Hybrid working environment 4 days in the office, 1 day WFH.

Unless otherwise stated we are unable to consider applications that require visa sponsorship at this time.

At Ofload, we're at the forefront of digital freight services, empowering businesses to build efficient, flexible, and sustainable supply chains. Our mission is to achieve zero waste in trucking by digitising the transport industry.

Every day in Australia, around 30% of trucks travel empty and a further 50% are idle amounting to mass inefficiency and harmful environmental impacts. 

Since 2020, we've successfully removed over 5 million empty kms from Australian roads. Our customer base has expanded to over 250 businesses, and we proudly support small business carriers by connecting them with household brands like Asahi, Metcash, and Noumi.

As part of our sustainability commitment, we partnered with Trace to measure, reduce and offset our emissions, actively working to minimise our own environmental impact.

In 2022, we propelled our growth through the strategic acquisition of a Melbourne-based logistics company, and raised $60m in Series B funding. Notably, we were recognised by the Australian Financial Review as one of Australia’s Most Innovative Companies.

Fast forward to 2023, Ofload was named a Deloitte Tech Fast 50 Company in Australia, and secured the 4th spot on the LinkedIn Top Startups List 2023. And here's the exciting part – we're just getting started!

We are looking to grow our team and welcome people excited by the opportunity to transform the logistics industry. If you're ready to be part of a dynamic team driving change,  join us on this incredible journey!

The Role:

We are seeking a highly motivated and skilled Finance Analyst to join our finance transformation team. This role is crucial in driving the transformation and automation of our financial processes to support our scaling finance operations.

You will work and learn from our Digital Transformation Manager, working on a wide range of projects including ERP implementation, the integration of systems to accelerate post merger integration of acquired companies, revenue recognition project for intercompany transactions, assistance with revamping how Invoice variations for shipments are managed, creation, documentation and review of various finance dashboards and processes.

Key Responsibilities:

• Work on a variety of finance focused projects, with both the finance team and the greater Ofload business
• Assist in the implementation and optimization of ERP systems, ensuring smooth integration with existing processes and systems
• Support accounts payable and accounts receivable automation initiatives, streamlining processes to improve efficiency and accuracy
• Conduct analysis and review of financial data, providing insights and recommendations to support decision-making
• Assist in the development and maintenance of financial dashboards and reports, ensuring accuracy and relevance
• Participate in the testing of information flow as we integrate various systems, particularly from a finance perspective
• Document financial processes and procedures, ensuring compliance with internal policies and external regulations
• Reconciling accounts and resolving discrepancies as needed
• Provide ad hoc support to the Finance team as required, contributing to the overall success of the department.

Qualifications:

• Bachelor’s degree in Accounting, Finance, or related field.
• Understanding of financial processes and accounting principles.
• Experience in managing the implementation of new systems and processes
• Experience in process improvement
• Knowledge of various different finance and information systems.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively in a fast-paced and dynamic environment.

At Ofload we prioritise impact, aptitude and passion, so we’d encourage you to apply if you do not meet all the above criteria.

Life at Ofload

At Ofload, our values are in our DNA and underpin the work we do every day. We are proud of the collaborative, diverse and innovative culture we continue to build. The Ofload team is motivated by a shared ambition to digitise the logistics industry and have a truckload of fun while doing it! As well as the opportunity to join a high-growth organisation with the ability to make a meaningful impact everyday, you will enjoy;

• Working in a hybrid environment with a split of in-office and working from home. Our philosophy on working is one built around connection, inclusion and flexibility.
• Holistic wellness support for you and your family through our wellbeing partnership with Acacia Connection
• Generous parental leave entitlements including 16 weeks primary caregiver leave and continued superannuation contributions
• Annual learning and development budget to support your professional growth
• Paid volunteer leave to support the causes that matter to you

Plus all the exciting perks of joining a startup - epic Ofload swag, weekly catered breakfasts, monthly team lunch, a reward and recognition program and plenty of social events.

Ofload is committed to building diverse and inclusive teams, and a culture where people can bring their whole authentic selves to work each day. Applications are highly encouraged from Aboriginal and Torres Strait Islander people; and equity target groups including women, people from culturally and linguistically diverse backgrounds, people with disabilities, and people who identify as LGBTIQ.
We endeavour to create an equitable recruitment process with an even playing field for all candidates. If you require any adjustments to be made, please let a member of our recruitment team know.