Hybrid Executive Assistant

at M&C Saatchi Group

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Melbourne, Australia

About the role

• Executive Assistant handling scheduling and office management for creative leadership roles. Supporting top executives in a dynamic, creative marketing agency environment.

Responsibilities

• Oversee strategic scheduling of Executive’s time by rationalising time so it is spent in the appropriate focus areas and intuitively understand when to respond on their behalf.
• Create & manage a consistent, systematic process for Executive Leadership Team meetings, ensuring time is utilised efficiently.
• Drive accountability by drafting prep materials and agendas in advance, recording notes, keeping meetings on track, and following up for the successful completion of action items.
• Lead the management of the employee social events calendar in partnership with key stakeholders.
• Office management of the Melbourne hub, and support to Sydney & Auckland as needed.
• Booking staff travel and accommodation in line with the business travel policy.
• Supporting the onboarding and off-boarding of staff alongside P&C and IT teams.
• Assist with Melbourne resourcing by attending weekly resourcing WIPs, updating team allocations in Harvest, meeting invites and supporting the Resource Manager to ensure accuracy across schedules and national planning.
• Build & maintain successful stakeholder relationships across the Global M+C Saatchi Group and with our client and industry partners.
• Cost management for onsite events, all staff meetings, and parties.

Requirements

• 3-4 years of experience in an Executive Assistant capacity, ideally from a creative/marketing agency.
• Work Health and Safety training or experience.
• Strong organisational, administrative and time management skills.
• Strong ability to manage upwards, anticipate needs, and work autonomously during busy period.
• Professional communication skills with experience preparing external communications on behalf of executives.
• Great communicator and people manager with experience of linking the leadership team and the broader organisation.
• A passion for activating brilliant cultural moments that bring staff together.
• Knowledge of Melbourne’s best and client-appropriate venues is a big plus.

Benefits

• Flexible work arrangements
• Family First, Health and Wellness paid leave
• Work From Anywhere in the world initiative
• Employee-led diversity networks
• Inclusive career development initiatives