We have an exciting opportunity for a highly organised, reliable office all-rounder to provide a high standard of support across studio administration, EA and marketing/submissions to our growing Sydney team.
As the first point of contact for the studio, you have a professional, friendly persona and responsive communication skills that build positive relationships with clients, suppliers and our Hayball colleagues across the practice. You’re naturally a go-getter, proactive and team oriented, but very effective at managing your own time independently. You don’t hesitate to roll your sleeves up and step in to assist the team during pressure points, while ensuring the studio is presentable and functions as smoothly as possible day-to-day. You’re a mindful individual, take pride in your contribution to the team and value your role as a way to impact and shape the success of our studio.
With our Business Services team based in Melbourne, you’ll be part of the national administration team and adapt well to working proactively with both Melbourne and Brisbane to ensure consistency across key office systems and protocols.
Importantly, you’re willing to extend your role beyond the day to day, to really pitch in, learn new skills and create opportunities to be someone we just can’t do without!
Role and Responsibilities
As the first point of contact for administration in the Sydney studio you’ll liaise regularly with the Business Services team in Melbourne: Administration, IT, HR, Marketing & Communications, Library and Finance.
General Administration and EA support:
Meet and greet visitors (clients, consultants, suppliers) to the studio, answer and direct incoming calls.
Manage and coordinate meetings, studio calendar bookings and senior staff diaries.
Coordinate travel arrangements.
Assist with Studio Director’s research and filing needs, and other ad hoc tasks.
Maintain digital records of studio and staff related expense receipts, liaising with Finance.
Coordinate professional development, social activities, events and workshops.
Maintain stationery stock, kitchen amenities and other supplies.
Organise incoming and outgoing mail.
Provide administrative support to visiting staff from interstate studios.
Ensure tidiness and presentation of the studio.
Other responsibilities and tasks may be assigned from time to time.
Provide flexible administrative support to Senior Staff and Project Leaders as needed.
Manage leave calendar.
Marketing and Submissions Support:
Effectively support the Studio Manager and Submissions Coordinator by collating content material based on brief and providing on-the-ground local support to the national Marketing and Communications team. Over time, you will also develop your skills in this area to support the coordination of submissions as required.
Apply InDesign skills to work within marketing templates.
Liaise closely with national marketing, bid and submission teams.
Ad hoc marketing tasks as required.
Experience and Skills
Intermediate+ Adobe InDesign skills
Intermediate Microsoft Word, Excel and Outlook.
Excellent verbal and written communication skills.
High standard of organisational and time management skills.
Experience in a receptionist/administrative function in a professional services firm.