ROLE: Executive Assistant

Position Title: Executive Assistant – Full-Time
Reports To: Managing Director
Location: Crows Nest, Sydney

Background

This is an exceptional Executive Assistant role reporting to the Managing Director of both a thriving Australian design studio and a ground-breaking not-for-profit Foundation. The position provides efficient and seamless business support to the MD in liaison with teams across all areas of both entities. A minor level of personal support is required to assist the Managing Director’s efficiency. To succeed in this role, you will enjoy a fast-paced environment and being part of an energised, collaborative team with a great culture.

You will be a positive, proactive professional with a passion for creative for-purpose organisations. You will be someone with keen attention to detail and have a solutions finding approach to challenges. IT proficiency is needed, as are exceptional interpersonal skills in relation to both internal and external stakeholders.

The role of Executive Assistant is a pivotal, dynamic and varied position that has exposure to all divisions, including Finance, Design, Projects, Business Development and Communications. The role has an added dimension through diary management and liaison support for two other executives – the Head of Project Management & Studio, and the Chair.

Aboriginal & Torres Strait Islander applicants are strongly encouraged to apply but this is not a soley identified position.

Balarinji is a Sydney-based, Aboriginal Australian-owned strategy and design agency founded on authentic engagement with Indigenous people, culture, art, stories and identity. Our design ethos is to deepen understanding of Indigenous Australia.

The company’s work spans infrastructure and urban regeneration, branding campaigns, public art and curatorial, interiors, precinct planning and digital.

Best known for conceptualising Aboriginal art on Qantas aircraft across more than two decades, we also count in our client portfolio, Transport for NSW, Macquarie Group, WSP, Frasers Property Australia, Microsoft, Nespresso and commemoration design in Europe for the Department of Veterans Affairs.

We assist our national and international clients to express Australian identity through best practice strategic review and planning, Indigenous engagement and co-design, construction, interiors, public art, digital design, branding and communications.

Through our projects, we help build Indigenous community capacity, by employing local Aboriginal people, fostering and mentoring local art practice, and by growing partnerships with established and emerging Aboriginal artists and designers.

Continuing our founders’ commitment to Indigenous Australia, Balarinji has an affiliated organisation for good, the Moriarty Foundation. With centres in NT, NSW and QLD delivering Indi Kindi early learning and John Moriarty Football (soccer), the Foundation enables Aboriginal families and communities to unlock the potential of their children, to radically shift intergenerational disadvantage.

Position Qualifications & Experience Requirements

  • 5+ years’ experience in positions such as Executive or Personal Assistant or Team
  • Secretary or similar, preferably within the creative industries or a corporate environment.
  • IT proficiency across MS Office on the Mac Platform, primarily Excel, Word and PowerPoint. Experience in Workflow Max, Smartsheets, and Asana are desirable but not essential
  • Experience or strong interest in the creative industries desirable.

Key Responsibilities

Business Support – time allocation 85-90%

  • Full internal and external diary management for the Managing Director.
  • Assist the Managing Director in planning and managing priorities in liaison with company teams.
  • Supporting the structure of MD reviews, work-in-progress and staff meetings, public speaking and communications with the team.
  • Co-ordination of MD briefings for client meetings and public interface.
  • Anchor Communications Lead interface with MD.
  • Preparation of MD client correspondence.
  • Liaison with clients and MD’s professional associates for meetings, courtesy followups and the company’s data base.
  • Nurturing relationships with MD’s network of stakeholders.
  • Maintaining discretion with highly confidential information.
  • Attending meetings with the Managing Director, taking minutes and creating client briefs to share with company teams.
  • Seamless IT support to Managing Director.
  • Domestic and International MD travel management.
  • Administrative tasks for Managing Director’s author activities.
  • Other executive support to Managing Director as required.
  • Proactive oversight of staff social events.
  • Diary Management and at call support to the Head of Project Management & Studio.
  • Diary Management, liaison, administrative and IT support to the Chair.
  • Ad hoc duties as required.

Personal Support – time allocation 10-15%

  • Booking and diary management for personal appointments.
  • Administrative support for personal projects, documentation, postage, couriers etc.
  • Occasional personal shopping, collection and drop off of documentation/items.
  • Ad hoc duties as required.

Personal Specifications

You are an Executive Assistant who loves your profession. You have a proven background of successfully supporting a busy executive, and could translate this experience to a dynamic small team environment. You will operate with the highest ethics, integrity and utmost confidentiality across all that you are involved in as part of this position.

An individual who has exceptional people skills and a sense of humour, is confident working autonomously and is a solutions finder, will thrive in this role. Operating with high attention to accuracy and detail, you will bring excellent planning and prioritisation skills.

You will be a strong written and verbal communicator who is adaptable whilst remaining calm under all circumstances in a fast-paced environment.

Apply now

To apply please submit your resume and cover letter (max two pages) below.

For further information please contact: Sarah Feltham – Head of Operations & HR – 0404 286 990 / Email: [email protected]

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