Australia Job Openings

Mindshare
Mindshare | Executive Assistant / Office Manager
Sydney
October 26, 2024
- Seamless management and prioritisation of the CEO’s email, calendar and all internal and external communications
- Acts to support the CEO in delivering and supporting their direct reports and executive leadership team
- Preparation and attendance at a variety of meetings (including preparing the agenda, minutes, presentations, pitches documents)
- Office managerial responsibilities – liaising with facilities, ordering stationary, keep the team fed with snacks etc
- Lead the agency is best practice Document/Records management
- Compiling, drafting & distributing communications on behalf of the CEO and/or agency
- Responsible for the output, management, mentoring and development of the agency administrative support team member/s
- Support the CEO and Executive Leadership team with all administrative tasks involved in preparing, reviewing and responding to cyclical activities including – Staff survey’s, client survey’s, Annual agency strategy and delivery
- Successful management of agency events – including but not limited to the annual national conference, client related events, Christmas parties and staff away days
- Ad-hoc whole of agency Project management, including but not limited to office refurbishments
- Management and maintenance of the Australia website
- Seek out and proactively ensure the CEO is “in-market” with regular thought-pieces, appearing in or at appropriate industry events and publications
- Builds trusted advisor relationships with key stakeholders within the Group M and WPP networks
- Maintains a strong relationship with key EAs from our major stakeholders including senior clients
- Act as a point of contact for our global partners, parent and sister companies for marketing, new business and general Australian market enquiries
- Ensuring the CEO is meeting regularly and as required, with senior stakeholders of our client’s business
- Work with the CEO, Leadership Team and wider agency network to ensure all agency-wide deliverables are met.
- Manage the agency purchasing process and procedures, including approvals for spends and monthly reconciliations
- Manages all agency events to budget
- Approval of office costs, ensuring suppliers are aligned to agency code and invoices come in under the right budgets
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