Executive Assistant/Studio Coordinator position now available! Your new company Are you passionate about architecture, possess excellent administrative skills, and thrive in a dynamic environment?? If so, I may just have the perfect opportunity for you. I am currently recruiting for a permanent, full-time EA/Studio Coordinator role for a well-established Architecture firm based in the heart of the CBD. This Architecture firm is seeking an exceptional EA/Studio Coordinator who will support the Managing Director and be the go-to person in the office. The firm is also located near public transport, with several cafés nearby. Pl ease note: This role does require you to work in the office 5 days a week. Your new role
Provide administrative secretarial support to the Executive and wider team
Coordinate internal meetings, prepare agendas, and take minutes
Coordinate documentation required for client meetings
Coordinate company and client conferences and functions as required
Understanding and awareness of WHS and Quality Assurance systems and procedures
Ensure the organisational charts are accurately maintained Diary/Event Management
Diary and calendar management on behalf of the Managing Director
Manage and maintain all corporate electronic diaries and resource diaries as required
Coordinate travel arrangements including flights and accommodation
Organise all office functions and staff events
Answer switchboard and associated telephones and re-direct telephone callers to appropriate staff
Receive clients and visitors in a welcoming, professional manner, offering all clients and visitors refreshments
Send / receive all mail / deliveries, and arrange couriers as required within tight timeframes, ensuring records are kept up to date
Keep meeting rooms, waiting areas and kitchen facilities clean
Catering for all staff/client functions as required
Purchase office supplies and consumables, always ensuring an adequate supply of these items
Coordinate new starter equipment set up in the office as required
Coordinate and undertake Inductions for new starters in the specified office
Coordinate and book training for the specified office ensuring appropriate approval is gained
Collect staff property upon their exit from the organisation
Assist with editorials, press and interviews
Prepare submission for awards
Coordinate photoshoots for projects
Assist with social media and newsletters (internal for staff and external for clients)
Assist with website content updates
Manage client database
Assist with the studio archiving processes
Assist with the studio database maintenance
What you'll need to succeed
Previous experience as a PA/EA within an architectural or professional services environment is desired but not essential.
Previous experience with Adobe is highly desired
Strong written and verbal communication skills
Excellent telephone manner and good interpersonal skills
Highly competent in Microsoft Office
Demonstrate strong attention to detail
Proven capacity to order priorities and use initiative
An ability to work collaboratively and liaise with the wider organisation
A positive and proactive approach to problem-solving and general tasks
High degree of organisation and proven time management skills
What you'll get in return
Full-time, permanent position
Competitive salary package
Supportive, creative, dynamic culture
What you need to do now If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or alternatively, email me a copy of your resume directly to [email protected] and I will be in touch. If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career. Please click here to apply.
Provide administrative secretarial support to the Executive and wider team
Coordinate internal meetings, prepare agendas, and take minutes
Coordinate documentation required for client meetings
Coordinate company and client conferences and functions as required
Understanding and awareness of WHS and Quality Assurance systems and procedures
Ensure the organisational charts are accurately maintained Diary/Event Management
Diary and calendar management on behalf of the Managing Director
Manage and maintain all corporate electronic diaries and resource diaries as required
Coordinate travel arrangements including flights and accommodation
Organise all office functions and staff events
Answer switchboard and associated telephones and re-direct telephone callers to appropriate staff
Receive clients and visitors in a welcoming, professional manner, offering all clients and visitors refreshments
Send / receive all mail / deliveries, and arrange couriers as required within tight timeframes, ensuring records are kept up to date
Keep meeting rooms, waiting areas and kitchen facilities clean
Catering for all staff/client functions as required
Purchase office supplies and consumables, always ensuring an adequate supply of these items
Coordinate new starter equipment set up in the office as required
Coordinate and undertake Inductions for new starters in the specified office
Coordinate and book training for the specified office ensuring appropriate approval is gained
Collect staff property upon their exit from the organisation
Assist with editorials, press and interviews
Prepare submission for awards
Coordinate photoshoots for projects
Assist with social media and newsletters (internal for staff and external for clients)
Assist with website content updates
Manage client database
Assist with the studio archiving processes
Assist with the studio database maintenance
What you'll need to succeed
Previous experience as a PA/EA within an architectural or professional services environment is desired but not essential.
Previous experience with Adobe is highly desired
Strong written and verbal communication skills
Excellent telephone manner and good interpersonal skills
Highly competent in Microsoft Office
Demonstrate strong attention to detail
Proven capacity to order priorities and use initiative
An ability to work collaboratively and liaise with the wider organisation
A positive and proactive approach to problem-solving and general tasks
High degree of organisation and proven time management skills
What you'll get in return
Full-time, permanent position
Competitive salary package
Supportive, creative, dynamic culture
What you need to do now If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or alternatively, email me a copy of your resume directly to [email protected] and I will be in touch. If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career. Please click here to apply.
