Executive Assistant / Office Manager

A luxury global brand is looking for an EA / Office Manager to join their team!

Your new company

A global luxury brand specialising in beauty, fashion, makeup and cosmetic products across 150 countries globally is looking for an EA / Office Manager to join their team on a permanent basis. You will be joining their close-knit team of 30 in their Sydney CBD office, acting as EA TO GM to the overall office and exec. This is an exciting opportunity for a candidate to make the job their own and get involved in as many projects as they desire!

Your new role

• Manage all aspects of the reception, including the upkeep of the reception area, kitchen and meeting rooms as needed.
• EA TO GM - diary management, booking travel, meeting minutes, organising events
• Sort and distribute incoming mail, packages and other correspondence
• Assisting with the development of new standards and procedures to ensure the effectiveness and efficiency of office management processes
• Manage all incoming calls to the company's general phone line, including screening and directing calls, taking messages while ensuring knowledge of staff movements in and out of the office and maintaining a staff and vendor contact list
• Provide general office management support to the local team - manage daily office and pantry supplies, staff fruit box, product allowance, update staff movement (travel) and reception area
• Coordinate preparation activities in advance of external guest visits to the office and help make local arrangements for visiting guests as required.
• Prepare and reconcile business expenses, verify documentation, obtain approvals and submit them for payment
• Coordinate and maintain contract agreements for all legal collaboration between PUIG and the Legal Department in Barcelona
• Providing high-quality administrative support services to the Sydney-based team
• Routine administrative activities include schedule management and meeting bookings for the managers, mailing/courier services, communication liaison, and preparation of PowerPoint presentations, reports, correspondence and agendas, etc.
• Make business travel arrangements where required. Contribute to the maintenance of the company's business travel policy and guidelines.
• Manage and handle any changes in the calendar, prepare
• Human Resources Administration Support
• Prepare and assist with staff on-boarding and off-boarding matters (tasks include but not limited to access to office, staff ID, IT support etc.)
• Coordinate and organise team meetings and seminars, including hotel bookings, events, team building activities etc.
• Support and arrange staff engagement activities i.e., participate in the planning and execution of company staff social and celebratory events per guidelines.

What you'll need to succeed

• EA experience / office management
• Ability to work independently
• Excellent attention to detail and organisation skills
• A positive can-do attitude and problem solver
• Ability to prioritise tasks
• Professional, motivated and committed

What you'll get in return

• Being part of a global luxury brand
• Make this role your own
• Excellent benefits of spending on products
• Social events / great culture
• Long term growth and support
• Gym membership

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 call us now.

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.

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