Mindshare | Executive Assistant / Office Manager

Mindshare | Executive Assistant / Office Manager

At Mindshare we believe in Energy , Empathy and Impact ! These core values are the foundation of our culture and extend to every aspect of our operation. We are a part of the GroupM family, which is the largest media investment management company in Australia. Across Mindshare we offer the opportunity to work with some of the biggest household names. Our ambition is to help our partners achieve their wildest ambition, anchored in good growth. This translates to producing amazing work and identifying ways to drive a positive impact on the world! This is only possible when we have the right people to help us achieve these goals. So, WHY MINDSHARE? Your growth, development and success are important to us. That’s why we have a structured career framework and development program in place, including a clear career plan and access to local and global online learning platforms to support your personal and professional growth. Beyond an opportunity to learn and grow an amazing career, we offer flexible working arrangements, combining working from home and the office to balance your professional and personal commitments. Other benefits include Summer Half Days, Birthday Leave, Long Service Leave, perkSpace (our internal perks and benefits hub full of resources to support your mental, physical, social and financial wellbeing, including discounts at hundreds of retailers and service-providers) and wellness benefits (including our Employee Assistance Program). Mindshare, as a part of GroupM, is an Equal Opportunities Employer. We believe that diversity is vital and positively influences the environment in which we operate. We are committed to fostering a diverse and inclusive work environment that is free of discrimination, harassment or bullying. Race, colour, ancestry, religion, gender, gender identity, national origin, sexual orientation, age, marital status, disability or veteran status have no bearing on our hiring decisions, we encourage all applicants. Key purpose of the Executive Assistant / Office Manager role The Executive Assistant (EA) / Office Manager will act mainly as support to the CEO and the Executive Leadership team focusing on ensuring all administrative requirements are delivered to allow the agency to be as productive and efficient as possible. The EA / Office Manager acts as an ambassador for the agency and may be required to work across a number of projects at any one time. No two days will be the same so the ability and willingness to be adaptive is key. Key responsibilities for the Executive Assistant

• Seamless management and prioritisation of the CEO’s email, calendar and all internal and external communications.
• Acts to support the CEO in delivering and supporting their direct reports and executive leadership team.
• Preparation and attendance at a variety of meetings (including preparing the agenda, minutes, presentations, pitches documents).
• Office managerial responsibilities – liaising with facilities, ordering stationary, keeping the team fed with snacks, etc.
• Lead the agency in best practice Document/Records management.
• Compiling, drafting & distributing communications on behalf of the CEO and/or agency.
• Responsible for the output, management, mentoring and development of the agency administrative support team member/s.
• Support the CEO and Executive Leadership team with all administrative tasks involved in preparing, reviewing and responding to cyclical activities including – Staff surveys, client surveys, Annual agency strategy and delivery.
• Successful management of agency events – including but not limited to the annual national conference, client related events, Christmas parties and staff away days.
• Ad-hoc whole of agency Project management, including but not limited to office refurbishments.
• Management and maintenance of the Australia website.
• Seek out and proactively ensure the CEO is “in-market” with regular thought-pieces, appearing in or at appropriate industry events and publications.
• Builds trusted advisor relationships with key stakeholders within the GroupM and WPP networks.
• Maintains a strong relationship with key EAs from our major stakeholders including senior clients.
• Act as a point of contact for our global partners, parent and sister companies for marketing, new business and general Australian market enquiries.
• Ensuring the CEO is meeting regularly and as required, with senior stakeholders of our client’s business.
• Work with the CEO, Leadership Team and wider agency network to ensure all agency-wide deliverables are met.
• Manage the agency purchasing process and procedures, including approvals for spends and monthly reconciliations.
• Manages all agency events to budget.
• Approval of office costs, ensuring suppliers are aligned to agency code and invoices come in under the right budgets.

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