EXECUTIVE ASSISTANT

One-of-a-kind opportunity for an adaptable and efficient Executive Assistant to work for an iconic Director in the design industry.
  
If you have a knack for streamlining processes that enhance a team’s efficiency and productivity and you have experience implementing strategic initiatives, this role will be perfectly aligned.
    
Your primary responsibilities will focus on EA support to the Director; streamlining and easing the Director’s time which will allow him to focus on optimal tasks. In addition to this, you’ll provide administration and management support to the studio overall, enhancing the smooth running of the office on a day-to-day basis.

It’s a delicate balance between experience level and personality, but both virtues are exceptionally important to this studio, especially given the Director’s reputation in the industry and high-profile nature of their projects and clientele.
  
Capable of fostering a warm, positive environment, you’ll be the “face” of the company, and your calm efficiency, grace and discretion will be the glue that holds it all together.
  
Essential Skills & Experience:

• 6 years of experience as an EA, PA or Office Manager
• Exposure to Architecture, Design or Construction industry essential
• Knowledge of a creative industry and the relevant processes involved
• Proficiency with Adobe Photoshop, Microsoft Office Suite, Outlook
• Strong project management and organisational abilities
• Technical efficiency with current audio/visual/software trends
• Client and customer focused with high profile clientele
• Exceptional communication skills – verbal, written, listening
• Strong interpersonal skills and ability to build relationships
• Professional, polished, detailed, motivated and reliable

  
Given the deadline driven nature of the architecture industry, you will be an organised and methodical operator, with the ability to manage and coordinate workflow.

Executive Assistant Responsibilities :

• Receive and greet guests
• Manage, screen and redirect all incoming calls and enquiries
• Email management - review, action, respond, file, archive
• Diary and Calendar management
• Travel management - flights, accommodation, visas, car hire
• Manage meeting rooms, including catering and AV
• Corporate event planning - entertainment, staff lunches, workshops, promo events
• Collate and prepare information for meetings - presentations, agendas, minutes
• Prepare Director’s timesheet
• Maintain requirements for registration and memberships

   
Studio Coordinator Responsibilities :

• Diary and meeting room management for the studio
• Presentation of office - meeting rooms, styling, coordinating cleaners
• Maintain studio equipment and facilities 
• IT management - equipment, software and support (assisted by external consultants)
• Coordination of CPD and training for staff
• Assistance with project administration documentation as required
• On-boarding/Off-boarding of staff, staff reviews and catch-up administration
• Implement health and safety protocols
• Attend industry events and networking opportunities to increase studio's visibility

  
You must be comfortable supporting business functions of the company and providing solutions while being able to operate under direction, work independently and collaborate with the team. It’s a versatile role that requires switching between tasks and no two days will be the same

Within walking distance to trains and trams, this boutique studio offers a stunning space to work and incredible views of Melbourne’s skyline.

This is a career defining, permanent position with salary expectations circa $100,000 plus Superannuation, in accordance with your skills and depth of your experience.
  
Given the central nature of this role, you will need to be based full-time in the studio from Monday to Friday.

Blend your love of design with your drive to create efficient environments and support the studio’s growth.
  
It’s a special person who can connect and form relationships across all levels and leave a lasting impression on everyone you meet.
  
We look forward to hearing from polished, professional and self-driven administrators
  
For more information, please contact Bruce Whetters on ********* or *******************.
  
Reference number: M

Bloomfield Tremayne have been servicing the Australian Architectural and Interior Design markets for over 35 years. As a result, we are uniquely placed to support our candidates within these markets with superior service and advice.
  
We value diversity and encourage applications from all qualified individuals, including those from diverse gender identities, cultural and linguistic backgrounds, people with disabilities, members of the LGBTQIA+ community, veterans, Aboriginal and Torres Strait Islander peoples.
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