Executive Assistant / Office Manager

Mahlab is one of Australia’s largest independent marketing and communications agencies, with a team of 50 professionals across Australia, NZ, and Singapore.

We deliver strategic, insight-led consultancy services that drive growth, customer retention, and increase market share. As a certified B Corporation, we uphold the highest standards of social and environmental performance, transparency, and accountability. Our vibrant office is located in the heart of Balmain, easily accessible via public transport, and yes, we’re dog-friendly!

The Role:
Are you an organisational ninja with a can-do attitude and a knack for problem-solving? We are seeking a friendly and proactive Executive Assistant and Office Manager to support our CEO and the wider Mahlab team. In this autonomous role, you’ll prioritise tasks, pay superb attention to detail, and thrive in a creative environment.

Your Day-to-Day:

• CEO Support: Assist with ad hoc internal projects and streamline agency workflows.
• IT Support: Provide IT assistance to staff and coordinate with third-party providers.
• Employee Onboarding/Offboarding: Manage IT access, schedule inductions, and handle freelancer contracts.
• Meeting Coordination: Drive the agenda for weekly company-wide meetings.
• Social Events: Organise morning teas, Christmas events, and other social activities.
• Awards Program: Oversee our awards initiatives.
• Finance Support: Assist with timesheet follow-up, debtor chasing, and administrative tasks.
• Talent Acquisition Support: Update the candidate database, organise interviews, and assist with various recruitment tasks.
• Office Administration: Ensure stationery supply, liaise with office cleaners, and manage pantry needs.
• Onboarding Programs: Oversee and update onboarding programs for new employees.
• Sponsorship Coordination: Assist in sponsorship application processes.
• Recruitment Collateral: Develop and update recruitment materials as needed.

This role is part-time, 30 hours a week and can be worked over 4 or 5 days. It could suit someone currently studying or who needs flexibility with their work hours.

The ideal person will be a proactive person who enjoys being hands on and getting things done. You will need to be IT and systems savvy and be great at organising those around you. You have excellent written and verbal communication skills with great attention to detail. 

Budgeting skills and bookkeeping experience would be a bonus, but is not essential.

Why You’ll Love It Here:

• Certified B Corporation: Join a team committed to social and environmental excellence.
• Learning & Development: Access bespoke programs for your growth.
• Convenient Location: Based in Balmain’s main strip with easy public transport links.
• Employee Wellness: Enjoy our Employee Assistance Program and annual flu vaccinations.
• Perks: On-tap coffee machine (Bruce), Mahlab Munchies Bar, and discounts through our Employment Hero HR platform.
• Dog-Friendly: Bring your furry friend to work!

If you are a friendly, collaborative team player who would enjoy supporting a creative team we’d love to hear from you. Apply now and become a vital part of the Mahlab family!

Please include a covering letter with your application, explaining why you think you would be a great addition to our team. We can’t wait to meet you!

Please no recruitment agencies.

Check us out
Website www.mahlab.co
Instagram @mahlabagency
TikTok @mahlabmedia

As a B Corp, we’re part of a global community of businesses that meet high standards of social and environmental impact.

Mahlab is an equal opportunity employer and is committed to building a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to age, gender, gender identity, colour, race, religion, national origin, disability, or any other protected status recognised under applicable law.
Additional information

• Up to $80,000 + Super pro rata
• 30 hours a week
• Fun, flexible office