Office Manager/Executive Assistant

Summary about this job

Detail information about job Office Manager/Executive Assistant. Terms and conditions vacancy

• Award winning small-sized hotel investment company
• Be part of Sydney's fast growing hotel industry
• Luxury CBD offices

About the Role

This Office Manager/EA role is for a small, dynamic, market leading hospitality investment company headed by a team passionate about hotels.

The company has experienced exponential growth since the group acquired one of Sydney's major waterfront hotels in Darling Harbour in 2009.  Its portfolio now includes hotels in Singapore, Australia, NZ, Europe and UK with over 3000 hotel rooms.

It is now seeking an experienced Office Manager/EA to directly support it's CEO one on one (who shares his time equally between Sydney + Asia) and to run it's Sydney CBD office with a team of 16.

This position will see you providing experienced high level personal support to the CEO and also being responsible for the day to day running of the Sydney office and supporting the executive management team.

Key objectives of the role include:

Office Management Duties

• Overseeing office operations including facilities management; managing and negotiating supplier contracts and procurement; checking and authorising supplier invoices.
• Monitoring office expenditure.
• Coordinating team meetings, internal communications and general support.
• Participating in company-wide initiatives and assisting with special projects on an as needs basis.
• Assisting in the co-ordination of office events and functions.
• Managing staff amenities.
• Ensuring company policies and procedures are carried out.
• Ensuring workplace safety and amenity.
• Ensuring meeting rooms are setup and presentable

EA to CEO Duties

• Personal and direct one on one support to CEO.
• Acting as a key point of contact for the CEO, following up on pending matters on his behalf with limited direction and answering routine correspondence.
• Proactively managing diary and meetings - including board meetings scheduling and document preparation.
• Detecting time critical responses received via email, phone or in person on a daily basis.
• Producing reports, correspondence and PowerPoint presentations for the management team.
• Coordinating stakeholder meetings.
• Coordinating meetings and relevant agendas, papers, presentations and catering.
• Handling confidential information.
• Liaising with all senior management.
• Preparing data spreadsheets in Excel.
• Co-ordinating national and international travel and accommodation arrangements.
• Processing payment of CEO expense claims + invoices.
• Providing additional assistance to small executive management team.

Experience

You will have previously been an Office Manager/EA at a CEO or MD level for at least 5-10yrs in a corporate environment and are passionate about the role that personal support and admin plays within an organisation. 

You will be a proactive thinker who can multi-task and who is keen to promote best practice and can communicate at all levels from suppliers to senior management.

Key Skills

• 'Can do' attitude.
• Autonomous, well organised with strong attention to detail.
• Diplomacy and experience in dealing with confidential matters.
• Strong planning and self organisation skills, high level initiative.
• Effective oral and written communication skills.
• Natural multi-tasking ability.
• Process and analytical skills.
• IT savvy to troubleshoot issues before lodging service calls.
• Advanced knowledge of Microsoft Office suite (Word, Excel, Outlook, PowerPoint).

If you are organised, flexible, efficient and are keen to learn and be part of the hotel industry, the scope of this role is unlimited.

Salary commensurate with experience.  Range $75k-85k + Super.

Immediate start.

To email your application click 'Apply' and include your cover letter and CV.  

Only shortlisted applicants will be contacted.  Thank you.